01
Record a comment with the version it concerns
Give the round a name and identify the draft being reviewed. Ask reviewers to connect each comment to a location or element, such as the main heading or the date line. Keep the reviewer’s observation separate from their proposed solution when both are supplied. A comment that the date is difficult to locate and a suggestion to move it to the top are related but different statements. The record should preserve that distinction so the designer can consider the underlying concern without assuming that the suggested change is the only possible response.
02
Write a response that states the next action
For each comment, record the creator’s response: a planned revision, a request for clarification or a reason for leaving the draft unchanged. Identify who owns the next step. A reusable row can contain comment identifier, draft reference, observation, response, owner and status. Acknowledged should mean the comment was received, while revised should refer to an actual new version. If more information is needed, say what question remains open. These distinctions make the exchange easier to follow without requiring every participant to reconstruct it from scattered messages.
03
Close the round with visible unresolved items
When the agreed review period ends, link the new draft and summarise which comments were addressed, deferred or left unresolved. Invite reviewers to check whether the response captures their concern, while keeping that check distinct from approving the whole design. Retain any unresolved items with an identified next step rather than marking the entire list complete for convenience. The closing note can record the reviewed version, resulting version, outstanding questions and next review date. That gives the conversation a return path and preserves its limits for someone joining the project later.