Free template · How we engage
See exactly what “accepted” means.
Before any build begins, every outcome gets a written test, a threshold, the data it’s tested on, and who runs the test. Here is what that looks like on paper.
- Example criteria written as tests
- A clear acceptance window
- How changes and measurement are handled
Get the sample acceptance charter free
Preview
The first two sections.
Every Sophrono build is priced against a charter like this, signed before work starts.
Sample template for illustration. It is not legal advice; have your counsel review any charter before it is used in a statement of work.
Project
- Client
- [Client name]
- Engagement
- [Engagement name and statement-of-work reference]
- Charter version
- [1.0] · [Date]
1. Outcomes and criteria
Each outcome has a test, a threshold, the data it is tested on, and who runs the test. An outcome is accepted when it meets its threshold on its test.
| Outcome | Test | Threshold | Test data | Run by |
|---|---|---|---|---|
| Invoice intake: vendor, amount, and due date read from PDF invoices | Run the system on the agreed invoice set | At least [97]% of fields correct; every low-confidence invoice routed to review | [200] past invoices supplied and labeled by the client | Client accounts-payable lead, with Sophrono |
| Approval gate on payments | Submit [20] test payments above the approval limit | 100% held for human approval; none released automatically | Test payments in the staging environment | Client finance manager |
2. Acceptance window
The client has [N] business days after delivery to run the tests. A rejection is made in writing and names the specific criterion not met. If no rejection is received within the window, the outcome is accepted.
Sections 3 to 5 (changes, scope of measurement, and the measure) and the signature block are in the full sample.
Who it is for
People who will sign off on an AI system.
The sample is for owners, managers, and operations leads who are about to commission AI work. It shows what to agree before a build begins.
- You are comparing proposals and want each one priced against the same definition of done.
- You will be the person who accepts, or declines, the delivered system.
- You want agent work held to tests a person on your side can check.
What is inside
A project header, five sections, and signatures.
The full sample shows the structure a Sophrono charter follows.
- ProjectThe client, the engagement and its statement-of-work reference, and the charter version and date.
- Outcomes and criteriaA table of outcomes, each with its test, threshold, test data, and the person who runs the test.
- Acceptance windowHow long the client has to run the tests, and how a rejection is made in writing.
- ChangesHow new or changed criteria are handled through a written change order.
- Scope of measurementThe test data and pilot period results are measured on, and what they depend on.
- The measureCost per accepted outcome: total engagement cost divided by the outcomes accepted.
The example rows include an approval gate on payments. Every test payment above the limit waits for a person to approve it.
How to use it
Write your definition of done.
- Name the outcomesList each result the system must deliver, in words your team already uses.
- Write a test for eachDescribe how you would check the outcome, and what passing looks like.
- Choose the test dataPick real examples your team can supply and label, so the test reflects your work.
- Name who runs itAssign a person on your side to run or review each test.
- Mark the approval pointsRecord which actions always wait for a person, such as payments or changes to client records.
- Review it with counselHave your counsel review the charter before it is attached to a statement of work.
What to do next
Turn the sample into your charter.
After the resource
Write a charter for your own system.
Questions
Is the sample a contract?
No. It is a sample template for illustration, not legal advice. Have your counsel review any charter before it is used in a statement of work. Full engagement terms are finalized in a Master Services Agreement.
Why are some values in brackets?
The bracketed fields mark values that are agreed for each system, such as thresholds, test sets, and the acceptance window. Your charter carries the values your team agrees.
Who signs the charter?
A named person for your business and a named person for Sophrono. Both sign before the build begins, and the build is priced against it.
What happens if an outcome misses its threshold?
A rejection is made in writing and names the criterion not met. The engagement agreement sets the acceptance process, including what happens next.
Can the criteria change during the build?
Yes, through a written change order. It states any effect on price and schedule, and your owner approves it before the work changes.