Promotional Merchandise - Managing a Pre-Production Artwork Proof

Send a complete brief including job number, product code, decoration method, PMS colour references, artwork file version, imprint size and position, and proof type required.

Check the incoming proof against the order confirmation before forwarding. Verify PMS colours, imprint position, size, and artwork version match exactly.

Forward the proof with a specific approval deadline, noting that production cannot begin until sign-off is received and the in-hands date is at risk if the deadline is missed.

If no response arrives by the deadline, follow up immediately by phone or WhatsApp. Do not wait an additional day.

Capture sign-off by email, WhatsApp message, or platform confirmation. Do not accept verbal approval - it provides no audit trail.

On approval: confirm production authorization to the supplier in writing with the approved proof version and date. On rejection: send a specific revision brief to the supplier and notify the customer of any timeline impact.

Link all proofs and written approvals to the job record and the relevant purchase order for a complete audit trail.

A customer didn't respond to the proof for four days and then complained that the goods arrived after their event.

We forwarded the proof to the customer without checking it first - the imprint position was wrong and we only found out when the finished goods arrived.

Proof approvals are handled by email with no central record of what version was approved for which order.