A quick guide to reviewing final proofs
Before final files are supplied, I’ll always ask you to carefully review artwork and provide written approval. I do this on both the biggest projects and the smallest ones because the proofing process matters regardless of scope. Small details can become expensive mistakes once something is printed, published or produced.
By sign-off stage, we’re usually very close to the project, which can make small details easier to overlook. This is the point to step back and review with fresh eyes because a careful final check before approval can reduce delays, reprints and costly changes later.
What needs to be checked before approving artwork?
Please review:
✓ names and spelling
✓ phone numbers, email addresses and website links
✓ dates, times and addresses
✓ pricing or product information
✓ legal or technical wording
✓ imagery
✓ sizing and scale
✓ barcodes and QR codes (scan or test them where possible)
Remember, information can be spelled correctly but still be wrong. Accuracy matters just as much as spelling.
Why I suggest printing artwork at actual size
Viewing artwork on screen is different from seeing it physically. Printing at 100% can be useful for packaging, business cards, brochures and labels. Something that feels fine on screen can appear very different once printed or produced.
It’s also worth remembering that colours viewed on screens or printed using a home or office printer are unlikely to accurately represent professionally printed results. Factors such as paper stock, print process and printer calibration can all affect appearance.
If colour is particularly important, requesting a physical proof from the professional printer before full production may be worth considering. Printers often charge separately for this service, however it can provide reassurance and help avoid unexpected results.
Fresh eyes matter
One of the reasons mistakes happen isn’t carelessness, it’s familiarity. After looking at the same information repeatedly, our brains start seeing what we expect to see rather than what’s actually there.
If possible:
• step away before reviewing
• read slowly or aloud
• ask another person to check
Fresh eyes often catch small details quickly.
Why written approval matters
Written approval isn’t about shifting responsibility. It simply confirms that everyone is reviewing the same version, information has been checked and artwork is approved before production or final supply.
Clear processes help projects run smoothly and protect everyone involved.
A note from my inner pedant
When I include proofing notes in emails, it isn’t because I’m being overly cautious. By sign-off stage, both you and I have often looked at the same project so many times that we’re simply too close to it. That’s usually when small details become easier to miss.
A careful review before approval can save significant time, money and stress later, particularly once something has been printed, manufactured or published.
It also means there’s less chance of me waking up at 2am wondering whether everything was checked properly!
Related reading: If your project involves packaging or food labels, you may also find my article on proofreading food packaging useful, including additional considerations around compliance, allergens and print approval.