Print Proof Checklist: What to Check Before Approval

A proof helps catch visible mistakes before production, such as wrong pages, missing information, clipped content, spelling errors and incorrect contact details.

It also lets you confirm order choices such as colour, sides, quantity, paper and finishing.

A digital proof may not perfectly match final colour because screens and paper behave differently.

Use the proof for layout, content and obvious visual checks. Treat exact colour-sensitive work as a separate approval question.

The person who owns the content should approve the proof, not only the person placing the order.

For business files, ask one person to check names, phone numbers, email addresses, QR codes and page order before approval.

Send clear feedback in one message where possible. Mention the page number, exact change and whether the file itself will be replaced.

Avoid approving verbally if several versions of the file are circulating.

Example record: report-v7.pdf; 18 pages; A4; 10 complete copies; duplex; specified colour setting; agreed paper and binding; approval by the named document owner at the recorded time. List any unresolved issue as NOT APPROVED rather than hiding it in a comment.

Correction example: file position 6, table 2, row Total: replace 125 with 152. Export report-v8.pdf and recheck the total and any summary that uses it. Withdraw v7 approval explicitly. This example does not verify the underlying business figures.

Digital layout proof: page order, text, dimensions and visible artwork. Physical sample: the proposed material, handling and finishing, to the extent actually represented. Contract colour proof: a separately agreed colour reference and viewing/acceptance conditions. These are different approval scopes.

A sample on different stock or equipment may not represent the run. Ask what the proof covers, what it costs and whether it is available before making it a deadline dependency. This article does not certify a proofing service is included.