What to put on a print proof approval form
A useful approval identifies the exact proof the customer viewed and the job specifications that go with it. Include the job number, customer, filename, revision, trim size, quantity, stock, and finish. Record whether the proof is pending, approved for production, or returned with changes. Leave room for the reviewer’s name, signature, and the date and time of the decision.
Use a filename that remains unique when moved out of its original folder. A name like bakery-labels-v03.pdf carries more meaning than Final.pdf in an email or downloads folder. If your production team assigns its own PDF reference, include both identifiers in the notes so the customer’s approval can be traced back to the file sent to press.
Worked example for 500 bakery labels
Maple Street Bakery orders 500 matte white labels at a finished size of 2 × 3 inches. Job J-1042 is on revision 03 after a correction to the ingredients line. Enter bakery-labels-v03.pdf as the proof filename and 03 as the revision. Record the size, stock, and quantity in the form. While the bakery is reviewing it, leave the decision as Pending and save a copy beside that PDF.
If the customer asks for another wording change, record Changes requested for revision 03 with a short note describing the edit. Create revision 04 and send the new proof and a new form. Only after the customer approves revision 04 should the production ticket cite that approved file. If a colleague opens revision 03 by mistake, the history gives them a clear reason to stop.
What the reviewer should check
- Content. Check spelling, prices, contact details, codes, dates, and quantities against the order or source document.
- Layout. Review trim boundaries, where folds or cuts land, orientation, and the placement of items close to an edge.
- Production assumptions. Record the material and finishing method. If exact color, a physical match, or the behavior of a special finish matters, agree on a physical proof or production sample and identify it on the record.
An on-screen preview depends on the display and the file being viewed. When the difference matters, describe what the screen proof was used to confirm and what the physical sample was used to confirm. Use file names or sample references that both parties can find after the job closes.
Common approval mistakes
Approval by email can work well when the message names the exact proof and makes the decision clear. A reply of “looks good” in a long email chain can be difficult to match to the right attachment. Save the approval message with the approved file and note the revision on the production ticket. If a proof is reissued, keep the older approval and record the new decision separately.
A checked approval field records the decision you entered. Keep the reviewer’s actual response or signed copy alongside the form. For an online order with several variants, a single approval may only cover the designs the customer saw. List those variants specifically so production can identify what is ready.
Frequently asked questions
Can the customer sign this form electronically?
You can save the result as a PDF, then have the customer sign through your normal approval process. This page generates the record and provides a signature line.
Should a corrected spelling change require fresh approval?
If the approval was tied to an earlier file, send the corrected version again and record the new decision. Even a small edit changes the version going to production.
Who should sign the proof?
Use the contact authorized to approve artwork and production for the customer. For a team with several reviewers, agree on whose response releases the job.
Where should I keep the approval record?
Save the signed form or email beside the exact approved PDF in the job folder. Include the job ID, revision, and approval date in the saved filename.