In software testing, there is a famous truth:
- Verification = “Did we build the product right?”
- Validation = “Did we build the right product?”
Most testing focuses on verification (functional, SIT, regression).
But only User Acceptance Testing (UAT) validates whether the product actually solves the real business problem.
If UAT fails, the release is delayed, no matter how good QA or SIT testing was.
What is User Acceptance Testing (UAT)?
UAT is the final phase of testing performed by real end-users or business representatives to validate that the software meets business requirements. It happens after SIT/System Testing and before production release. UAT ensures the system is ready for real-world use.
UAT vs SIT
| Criteria | System Integration Testing (SIT) | User Acceptance Testing (UAT) |
|---|---|---|
| Tested By | QA/Technical Testers | Business Users, SMEs, Product Owners |
| Focus | Technical flows, system interactions, defects | Business workflows, real-life scenarios |
| Environment | QA/SIT Environment | UAT/Pre-Prod Environment |
| Data Type | Dummy/Mock/Test Data | Almost real or masked production data |
Prerequisite Checklist (Entry Criteria Before UAT Starts)
UAT must not begin unless the following items are complete:
- All Critical and High Severity bugs are closed.
- SIT/System Testing is 100% completed.
- Regression is stable.
- UAT Environment is fully deployed and access is granted to all users.
- User credentials, roles, and permissions are configured.
- Test data is prepared (preferably masked production data).
- UAT Test Plan and Scenarios are approved by the Business.
- Communication channels are established (Slack/Teams/Email).
- A UAT Coordinator is assigned.
The 5-Step UAT Process:
Step 1: UAT Planning & Strategy
UAT begins long before execution. Planning is the backbone.
Key Activities:
- Identify Key Business Users (KBUs) or SMEs who will execute UAT.
- Define the UAT Scope (which modules, which flows).
- Prepare the UAT Test Plan, including timelines and responsibilities.
- Finalize UAT entry and exit criteria.
- Set up communication channels and escalation matrix.
Pro Tip:
Pick users who deeply understand the business process not random managers who won’t have time.
Step 2: Designing UAT Test Scenarios
UAT scenarios are not detailed QA test cases.
QA test cases → Click here, click there, expected popup, validation, etc.
UAT scenarios → High-level business workflows.
Examples:
QA Test Case:
- “Verify error message for invalid email format.”
UAT Scenario:
- “Create a customer, place an order, and verify order confirmation email is received.”
Why?
Because UAT is workflow-based, not field-based.
Focus on:
- End-to-end journeys
- Business rules
- Realistic operational tasks
Step 3: Data Setup for UAT
Good UAT = Good Data.
Best Practices:
- Use masked production data whenever possible.
- Cover common & edge business scenarios (e.g., cancelled orders, inactive customers).
- Prepare multiple user roles (admin, sales, finance).
- Keep data sets in a shared spreadsheet for users.
Why Masked Production Data?
Because UAT must resemble the real world without violating data privacy.
Step 4: UAT Execution (The Real Battle)
This is where UAT users test business workflows and identify gaps.
How to Execute UAT Properly:
- Provide a UAT Dashboard showing the list of scenarios.
- Users execute and update statuses (Pass/Fail).
- Developers and QA must be available in real-time.
- Defects are logged using a dedicated UAT label (e.g., “UAT-Defect”).
- Daily UAT Triage Call is mandatory.
How to Log Bugs During UAT:
Each defect must include:
- Steps to reproduce
- Expected vs actual
- Screenshot or video
- Business impact
- Priority (set by business)
UAT Bug Priority Is Different
Even a minor UI bug may become High Priority if it affects business workflow.
Step 5: UAT Sign-Off (Go/No-Go Decision)
Once execution ends, business users decide:
- GO: Ready for production
- NO-GO: Blocked until fixes are applied
What a UAT Sign-Off Email Looks Like:
Subject: UAT Sign-Off for Release v2.5 – Approved
Dear Team,
We confirm that all UAT scenarios have been executed, and the results meet
our acceptance criteria. We officially approve the release for production deployment.
Regards,
[Business User / Product Owner]
Need a ready-made UAT sign-off format?
Email Template
Frequently Asked Questions
1. What is the difference between Alpha and Beta testing in UAT?
Alpha testing happens internally by QA or product owners before UAT.
Beta testing happens externally by actual customers or end-users before full public release.
Both are UAT types but differ in audience and environment.
2. Who is responsible for writing UAT test cases?
Usually Business Analysts (BAs) or Key Business Users (KBUs) write UAT scenarios because they know the business flows best.
QA may support by structuring the scenarios and ensuring clarity.
3. What are the exit criteria for UAT?
UAT exit happens only when:
- 100% scenarios are executed.
- No open Critical/High defects remain.
- Business formally approves the release (UAT Sign-Off).
- All documentation is completed.
TestingMint Pro Tip: The UAT War Room
Set up a War Room, physical or virtual.
Invite all testers, business users, and developers for a 1-2 day UAT push.
Provide:
- Snacks
- Coffee
- Pizza
- Dedicated chat channel
- Instant developer support
This environment boosts collaboration and reduces UAT timelines drastically.
Teams that use War Rooms complete UAT 30-40% faster.
Conclusion
UAT is not just another testing phase, it is the final quality checkpoint where users validate that the system genuinely solves business problems.
A strong UAT process reduces production issues, increases customer confidence, and ensures smooth deployments.
Before your next UAT cycle:
- Build your checklist
- Prepare the right users
- Follow the 5-step framework above
Download the TestingMint UAT Sign-Off Template
Don’t build it from scratch.
Download