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Before hiring an independent developer or small software vendor, agree on a short acceptance test: a shared, observable definition of what “finished” means for the deliverable and how you will check it. Write it down before work begins, alongside the review method, evidence, reviewer, and payment milestone. It should clarify the agreed scope—not create new requirements after delivery.
What an acceptance test does
Acceptance criteria describe the conditions a deliverable must meet before the buyer accepts it. NASA’s Software Engineering Handbook, citing ISO/IEC/IEEE 24765:2010 and PMBOK, says to define these criteria early and put the final criteria in the contract statement of work. NASA Software Engineering Handbook, SWE-034
A test turns those conditions into checks: someone performs an agreed action in an agreed environment, then records whether the expected outcome occurred. GOV.UK describes acceptance criteria as an outcomes checklist for confirming that a service meets a user need, using the practical prompt “it’s done when…”. GOV.UK Service Manual: Writing user stories
Use the test to make completion reviewable, not to surprise the contractor with a broader standard once the work is delivered. If the project evolves, update criteria collaboratively as requirements develop and keep a record of what changed.
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Agree on the test before work starts
Complete these prompts together. Keep the test proportionate: a small configuration change may need only a few checks, while a payment integration may need normal, error, and duplicate-submission scenarios.
- Deliverable: Name what will be handed over: for example, a feature, integration, configuration, source files, or a service release.
- Starting conditions: Specify the account, device, data, permissions, and environment needed to run the check. Identify who supplies each prerequisite.
- Action: Describe what the reviewer will do. Include the normal path and any important boundary or error case within scope.
- Expected result: State the visible output or system behavior that should follow. Prefer an outcome that can be observed over a vague quality word such as “works.”
- Quality threshold: Identify relevant performance, compatibility, accessibility, security, or reliability conditions. Set measurable thresholds only when they are justified for the scope and can actually be tested.
- Evidence: Decide what will demonstrate the result, such as a test report, log, screenshot, repository state, or recorded observation.
- Review and defect handling: Name who runs the test, how results and defects are recorded, and how the parties will handle a failed check or a request that changes the agreed scope.
- Payment link: Identify which accepted deliverable is associated with the milestone, subject to the terms of the actual agreement.
NASA’s acquisition guidance recommends planning who tests, the scenarios and scripts, the approval cycle, how results are recorded, and how post-delivery issues are resolved. NASA Software Engineering Handbook, 7.03 Acquisition Guidance
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Example: test a checkout change
Adapt this to the project rather than treating it as a universal template:
Given a customer with a valid account and an item in the cart, when they submit a valid payment, the order confirmation page displays the order number and the order appears in the account history. The buyer runs the check in the agreed staging environment using the agreed test account. Both parties record pass or fail and any defects.
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If payment errors or duplicate submissions matter to the project, add separate expected outcomes for those cases. Also record which staging account and test data will be used, so the reviewer can reproduce the check without relying on assumptions.
Include quality as well as visible features
A feature can produce the expected screen and still fail an important requirement. UK Government Digital Service guidance recommends clear quality standards and thresholds, including functional, non-functional, and performance requirements. It also notes that customer-side design quality can affect outcomes, so make buyer responsibilities—such as supplying approved designs or test access—explicit where they matter. GOV.UK, Contracting for Agile Guidance Note
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For each quality condition, ask whether it matters to this deliverable and how it can be checked. For example, if a page must work on specified devices, name those devices or supported versions. Avoid arbitrary numeric limits: agree on a threshold only when both sides understand what is measured and under what conditions.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Match the review and payment model to the work
For a fixed deliverable, tie the check to the specific output being handed over. For an evolving backlog, agree on an initial requirement and refine the acceptance criteria together as the work develops. UK guidance favors collaborative agile delivery but does not prescribe one commercial model for every engagement. It recommends connecting payment milestones to outputs such as releases or deliverables rather than activity counts such as completing a set number of sprints. GOV.UK, Contracting for Agile Guidance Note
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Decide whether the buyer will run the checks, the supplier will provide evidence, or both. In each case, define what counts as a recorded result and how a failed check will be handled under the agreement. An acceptance test does not, by itself, establish a universal inspection period, right to withhold payment, or remedy; those depend on the agreement and applicable law.
Put the agreed version in writing
NASA’s handbook says final acceptance criteria belong in the contract statement of work. At minimum, keep the deliverable, checks, prerequisites, quality thresholds, evidence, reviewer, defect process, and linked milestone together in the written scope or an agreed attachment. Requirements guidance from GOV.UK says they should focus on what the service will do rather than what it should do. GOV.UK, Contracting for Agile Guidance Note
Before signing off on the test, make sure both sides can run it, recognize a pass, and understand what happens when a check fails or the requested work changes. That small agreement gives the completion conversation a shared reference point.
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