Email template
Print approval email
A print approval is a production decision. The client is approving the stock, the finish, the colour and the file, not only the layout. This email names all four and gives the press deadline.
When to use it
Send when the print proof is ready and the printer has confirmed the press date.
Subject
Print approval needed for {{project_name}}
Body
Hi {{first_name}},
The print proof for {{project_name}} is ready for approval.
Proof: {{proof_type}} Stock: {{stock}} Finish: {{finish}} Pages: {{page_count}}
Open the proof and the file details here: {{review_link}}
Please approve by {{due_date}} to hold the press date of {{press_date}}. A late approval moves the delivery date.
If you see a change, mark it on the proof and tell us whether it is a correction or a new request. We will confirm whether it needs a new proof.
Thank you, {{sender_name}} {{studio_name}}
Before you send
- Name the stock, finish and proof type.
- Give the approval deadline and the press date.
- Explain what happens after approval.
- Ask for the decision in the review, not in a separate email.
Questions
What is the client approving in a print proof?
The artwork, the stock, the finish, the colour and the page count. The proof should state all of them.
Can the client approve by email?
Yes, but the studio should record the approval against the exact proof and file. The record is the protection if the print is disputed.
What if the client misses the press date?
The delivery date moves. Tell the client the new date before the printer reschedules, and confirm it in writing.
Sources
Reviewed November 3, 2026. Public pages can change; check the source before relying on a date or a price.