Print Proof Checklist: What to Check Before Approval

Synthetic preparation worksheet v1 — 25 October 2026. Not a physical sample, app screenshot, certification or fulfilled order.

An approval record that can be acted on

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.

Choose what kind of proof you need

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.

Record your decision

• ☐ Exact file revision named — Notes: ____________________
• ☐ Unresolved issues block approval — Notes: ____________________
• ☐ Proof scope and production settings recorded — Notes: ____________________

Approved filename/revision: ____________________

Reviewer/date: ____________________