Email review usually happens in whatever tool is nearest: a reply-all, a chat thread, comments on a PDF, a screenshot with circles drawn on it. It works until the day someone approves an old version, or legal's comments arrive after the send.
Mailfois gives every email one place to be reviewed and approved, with a record of who approved what and when. It works with whichever ESP you build in.
Review in rounds
An email goes to review as a version. Approvers leave comments on it, approve it or request changes. When the builder resubmits, it becomes the next version and the round starts again. Nobody comments on an old screenshot, because there's only one current version.
Only approvers can approve
You choose who can sign off: people tagged as approvers, plus workspace owners and admins. Everyone else can view and comment. It sounds small. It's the difference between "six people need to see it" and "two people need to approve it".
Legal, brand and market sign-off on the parts that need it
Some parts of an email need a specialist: Legal on the footer or the prize draw terms, Pricing on the offer, someone in each market on their language. Mark the part on the email (a box, a section or the exact words), say who should sign it off and why, and they see the email with just that part highlighted. People outside your team do it from a private link, with no account.
The email can't be approved until every part is signed off. If a new version changes an approved part, it goes back to the same person, who sees exactly what changed. An owner or admin can approve without them only by giving a reason, and the reason stays in the record. More on legal and specialist sign-off.
- Approved wording (Team plan): once Legal approves a footer or a consent line, Mailfois keeps those exact words. The next email that uses them counts as already approved, and Brand Guard flags a footer that differs. Review dates remind you to check the wording is still right.
- Rules that ask for you: for example, competitions go to Legal, prices go to Pricing, and each language version goes to that market's reviewer, so nobody has to remember.
Mailfois records approval of the wording in your emails. It never holds your customers' details or proof of anyone's permission to contact them.
Brand checks before anyone approves
Every email is checked by Brand Guard, a rules-based checker for your brand kit and common mistakes. There's no AI guessing: each finding is a fact plus a fix. You can set a minimum score that an email must reach before it can be approved, and it's checked again on every new version.
Checklists, dates and change requests
- Review checklists on each campaign, so reviewers tick off the same things every time.
- Dates for approval and send, with requests to change them that someone has to accept, so a send date can't quietly move.
- Notifications when an email is approved or changes are requested.
A library of everything you approved
Approved emails go to the Library automatically, with their context. When legal asks what went out in Germany in March, or you want last year's Black Friday email as a starting point, it's there.
Connected to the plan
Campaigns arrive from the campaign planner, and the planner shows their live approval status, so the plan and the approvals never disagree.
What it isn't
- It isn't an email client rendering tool. If you need screenshots of your email in dozens of email clients, you still need a tool such as Litmus or Email on Acid. See our comparison of Litmus alternatives.
- It isn't a general creative proofing tool for video, print and design files. It's built for email.
Comparing tools? See the best email approval software for 2027, with 12 tools side by side, or Mailfois vs Litmus.
Pricing
You can try approvals free: three sign-offs a month, with outside approvers. For one person, Pro unlocks the lot for NZ$24 a month. For a team, approvals are part of the Team plan: NZ$49 per seat a month at the founder price, minimum three seats. See the pricing page. Setting up your process first? The email campaign workflow guide covers who should approve what, and when.