The Artwork Approval Process, Step by Step
An artwork approval process is the set of steps between "the design is ready" and "send it to print". Done well, it stops reprints, ends arguments about who approved what, and gets jobs moving faster.
1. Prepare the proof
Before the client sees anything, check the file yourself:
- Correct finished size, bleed and safe area
- Spelling, phone numbers, URLs and prices
- Spot colours, dielines or cut lines on the right layers
- Fonts outlined or embedded, images at print resolution
2. Send one clear proof
Send a single link or file that shows the artwork and the job details: size, stock or substrate, finish and quantity. Clients should approve the whole job, not just the picture.
3. Tell the client what to check
Most bad approvals happen because the client didn't know what they were signing off. Ask them to confirm:
- All wording and contact details
- Layout and logo placement
- Size and quantity
- That on-screen colour is a guide only
4. Collect feedback in one place
Feedback by email, text and phone gets lost. Ask for changes on the proof itself — ideally pinned to the exact spot — so nothing is missed between revisions.
5. Revise and re-send as a new version
Give every revision a version number and keep the old ones. That way, if a client approves, you know exactly which version they saw.
6. Record the approval
A good approval records who approved, when, and which version. A signature or typed name adds extra weight if there's a dispute later.
7. Chase quietly, but chase
Proofs that sit unanswered delay your production schedule. A friendly reminder after 24 hours is usually enough.
Doing it without the admin
ProofForge's artwork approval software handles steps 2 to 7 for you: one branded proof link, job specs on the page, pinned comments, version history, timestamped approvals and stale-proof alerts. See how it works or read how to avoid reprints.