Checklist
Print proof checklist
A print proof is the client's last chance to approve the piece and the studio's last chance to catch a production error. This checklist covers the file, the proof and the approval, with the details that are expensive to fix after the press starts.
File setup
- Trim, bleed and safety
Confirm the trim size, the bleed and the safety margin against the printer's specification. Keep text and logos out of the trim and safety zone.
- Colour
Set the document to CMYK for process print, or the spot colours the printer requires. Check that RGB images and rich blacks are handled as the printer expects.
- Images and fonts
Check the image resolution at the final size, the embedded fonts and the links. A missing link or a low-resolution image may not show on screen.
- Pages and marks
Confirm the page count, the page order, the crop marks and the slug. A missing page or a reversed spread is a reprint.
The proof
- Proof type
Know whether the client is approving a digital proof or a hard proof. A digital proof does not show the final paper or the press colour in the same way.
- Colour check
Compare the proof with the brand colours and the previous printed piece. Check the skin tones, the blacks and the brand colour against a physical reference where possible.
- Copy check
Read the proof on paper or at 100%. Check the spelling, the phone numbers, the URLs, the legal copy and the version date.
- Finishing
Confirm the paper stock, the finish, the binding and any special process. The proof should name the stock and the finish the client is approving.
Approval
- The right approver
Send the proof to the person who can approve the print run. Copy the account lead, but do not ask five people to approve the same sheet.
- Clear deadline
State when the proof must be approved to hold the press date. A late approval moves the delivery date, not the press date.
- Record the approval
Keep the approved proof, the date, the approver and the file fingerprint. The record is the answer if a printed piece is disputed.
- Release to print
Send the printer the approved file and the signed proof. Do not send a newer file after approval without a new proof.
Questions
What is the difference between a digital proof and a hard proof?
A digital proof is viewed on screen or printed on an office printer; a hard proof is produced on the actual stock or a contract proof. A hard proof is more accurate for colour and paper, but it costs more and takes longer.
Who approves a print proof?
The person with authority to approve the print run, usually the client's brand or marketing lead. The studio should confirm the approver before the proof is sent.
What happens if the client approves the wrong version?
The approval record should show the exact file and version. If the wrong file was approved, the studio and the printer need a new proof and a written decision before the reprint.
Sources
Reviewed November 3, 2026. Public pages can change; check the source before relying on a date or a price.