When the approval phase is passed and all (or most) approvals are received, the review must be formally closed. There are a few reasons for this:

  1. It must be clear for all involved that the review is done. The process is followed, there are results and everyone can concentrate on other activities.
  2. The finalization of the review phase is a good moment to evaluate the quality of the reviewed product, to evaluate the review process and to thank all who were involved.
  3. A formal finalization can be used in a quality gate process to “check” the review as a quality measure that is finished.

One way to finalize the review phase is to send out an email:

Hi all,

Thanks to the ones who reviewed, but also thanks to the author, the document Functional Design.doc has been reviewed and the reworked version is approved by most of you. With this mail the review phase is closed. Below you can find some metrics related to this review. If you’d like some explaination, don’t hesitate to contact me!

Reviewed: Functional Design.doc v0.8
Approved: Functional Design.doc v1.0

Author: <name>
Invited reviewers: <name1, name2, name3, name4>

Found: 5 Major, 12 Minor, 3 Typo
Fixed: 5 Major, 10 Minor, 3 Typo
Total time spent: 08:35
Minium hours saved: 31:25

Kind regards,

Your moderator