Two rounds of revisions is a reasonable starting point for many video projects, but the right number depends on the scope, deadline and number of reviewers. Agree upfront how many rounds are included, what counts as a round and when feedback is due. Any additional revisions should be charged at a rate agreed in advance, so both you and the client know where you stand.
The short version
- Agree the number of rounds before the edit starts, in the cost breakdown.
- Agree what counts as a round: one combined set of notes on one version.
- Agree a day rate for anything beyond that.
- Post each round as a version on the same link, with a date for notes.
- Approve, or move on to the next round.
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Why does the number of revision rounds depend on the project?
The number of revision rounds depends on the project because some edits need more back and forth than others. Two is a common average, but these things push it up or down:
- Length. A 30-second ad and a 40-minute documentary don't need the same number of passes.
- The number of stakeholders. Every extra reviewer adds opinions, and sometimes a round.
- How settled the brief is. A clear brief means fewer surprises. A brief that's still forming means the edit does some of the deciding.
- The deadline. A tight deadline leaves room for fewer rounds, so each one has to count.
What counts as a revision round?
A revision round is one combined set of notes on one version. The client gathers everyone's notes on that cut, you make the changes, and the next version starts the next round.
- One version. Notes on v2 are round two, whoever leaves them.
- One combined set. Everyone on the client's side leaves their notes on the same link before the date you agreed, rather than one person at a time over a week.
- Agreed in writing. Say what counts as a round in your quote, so there's no argument later.
What happens after the included rounds?
After the included rounds, further changes are usually billed at a day rate, agreed up front. Saying so in the quote makes it a normal part of the job, not an awkward conversation at the end.
How do you write revision rounds into the cost breakdown?
Write revision rounds into the cost breakdown as one clear scope line. Something like this works for most quotes and contracts:
Includes two rounds of revisions. A round is one combined set of notes on one version, sent by the agreed date. Further rounds are charged at our day rate.
A client and editor usually agree the number before starting, so both sides should keep in mind what was agreed.
How do you run each revision round?
Run each revision round the same way, so the client always knows where they are.
- Post the version on the same link as the last one. Older versions go read-only, so new notes land on the latest cut.
- Set a date for notes, and say it in your message or the pre-watch note.
- Collect the combined notes. Everyone's notes land in one list with their name, so you can see the whole round at once.
- Work through them and resolve each one as it's done.
- Approve, or start the next round. If the client is happy, they press Approve and their name and the date are recorded. If not, the next version starts the next round.
Copy all and the CSV record each round's notes and who approved, which is useful if you ever need to show what a round asked for. How to export video review notes to a spreadsheet covers it.
What if the client wants more rounds?
If the client wants more rounds, agree the extra rounds before doing the work. Changes are normal, even right at the end, but they need talking through.
- For clients: ask your editor before asking for an extra round, rather than sending another set of notes and hoping.
- For editors: say what the extra round will cost and how long it will take, then get a yes before you start.
What does this look like on a real project?
I always discuss revision rounds up front. Clients often don't realise how much time it takes to make changes, and changes are an inherently never-ending process, especially as more people join the mix.
Setting expectations early, so clients know how many rounds the budget includes, makes them more intentional with your time. It protects you too: if more revisions are needed outside the scope, you have it in writing that they're extra and need to be accounted for. Agreeing it up front saves everyone an awkward conversation later.
How to handle common problems
A new stakeholder turns up in the final round
This is one of the most common ways rounds multiply. Ask early who needs to see the cut, and invite them from the first round. If someone new turns up at the end, their notes may count as an extra round, so raise it with the client before you start on them.
Notes reopen decisions that were already settled
Point back to the record. A poll result or an approval on an earlier version shows what was agreed and when. If the client still wants the change, treat it as new work and agree it first.
The rounds never seem to end
Go back to the scope line in your quote. Agree what's left for a final round, set a date, and ask for an approval at the end of it.
FAQ
Is a revision round the same as a version?
Usually, yes. Each round of notes is on one version, and the changes become the next version. Make it clear which round each version is (“v1, the first of three rounds”) and that each round closes on its deadline, so everyone on the client's side leaves all their notes by then.
Do small fixes count as a round?
Agree it up front. Many editors treat a spelling fix or a small swap after the final round as part of the polish, not a new round. Small things genuinely slip past people, and making a quick fix that costs you little time is good practice. It shows you're a team player.
Does approving a version stop more notes?
No. Approval is a public “I'm happy with this version” signal. Notes can still be left afterwards, which is why it helps to agree what happens after approval.
What's the simplest way to handle revision rounds?
Agree the number of rounds and a day rate in the cost breakdown before you start. Count one combined set of notes on one version as a round, post each version on the same link, and finish with an approval.
Every revision round, under one link.
Keep feedback, versions and approvals organised from the first cut to the final sign-off.
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Kiril Dobrev
Filmmaker · part of the team behind SceneNote
Kiril Dobrev is a filmmaker with 15 years of experience and a passion for documentary and travel. He’s spent a lot of that time in the editing room, obsessing over how to make his workflow better, and the feedback loop has always been a big part of that. Post-production still hasn’t had a good enough answer to it. SceneNote was born from that, with one simple idea: make feedback better.
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