Proof Approval
The formal customer sign-off on a supplier-produced visual showing exact logo placement, colors, and decoration specification before production begins. Required for all custom-decorated promotional products, branded apparel, and printed items.
Proof approval is the formal sign-off step between order confirmation and the start of production. Before a supplier begins decorating a product, they produce a visual representation - a digital render, physical sample, or test print - for the customer to review and approve in writing. Production does not begin until that sign-off is received.
The step exists because decoration cannot easily be undone. A misplaced logo or wrong PMS colour discovered after 500 units are screen-printed means a costly reprint, or a complete write-off on goods made to a custom brief.
Proof Types by Decoration Method
The format of the proof depends on the technique being used:
- Digital proof - a rendered image or PDF showing the design applied to the product. Standard for hard goods, dye sublimation, laser engraving, and pad printing. Usually produced within 24-48 hours of the artwork brief being sent.
- Sew-out - a physical embroidered sample stitched on actual fabric. Required for new embroidery digitizing setups or first-time garment orders. Allow 3-5 working days to produce.
- Strike-off - a physical test print used for screen print orders where PMS colour accuracy on the actual substrate is critical.
For reorders where the artwork on file is unchanged, many suppliers waive the proof step. Confirm this in writing before ordering to protect the production timeline.
Proof Delays and Production Windows
Proofing time is not included in quoted production time. If a customer takes three days to approve, those three days come out of the available window before the in-hands date. Setting a written approval deadline at order confirmation stage - typically 24-48 hours after proof delivery - creates accountability and gives the distributor grounds to follow up if a customer goes quiet.
Before forwarding a proof to a customer, check it internally against the original order confirmation: PMS colour references, imprint size, position, and artwork version should all match exactly. Catching a discrepancy at this stage avoids a second proof cycle and further delay.
Written approval only
A phone "looks good" provides no protection if the finished goods are disputed later. Only written sign-off - email, platform confirmation, or a signed document - should authorize production to begin.
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