A new way of doing artwork approval forms

Artwork can take months to get signed off. This causes huge project delays. It also creates more opportunities for human error (like missing key stakeholders).

Artwork approval forms can save expensive miscommunications, cover your back in case of disputes, and prevent delays.

I’ve broken down how to create a proof approval form and structure your workflow for best results. And in case you’re curious, this is what I mean by “best results”:

• 30% faster approvals
• Fewer review rounds in your creative approval process
• Centralized artwork assets and feedback
• No feedback emails clogging up your inbox

Here’s what you’ll need:

• Robust approval software (ideally with project-level visibility)
• A comprehensive project approval form – I’ll talk you through how to create one

Let’s start with the anatomy of an effective artwork approval form.

Your artwork approval form checklist

One of the trickiest parts of creating a project approval form is knowing what to include. You want to keep it as streamlined as possible, but leaving off an important detail could be a costly mistake.

It’s also not a “one-and-done” thing. A template is an excellent starting point (and a great time-saver), but different creative projects may require different creative approval processes.

Use this checklist as a guide, but always be prepared to modify your template to reflect the client and project. 

Here’s what to include in your artwork approval forms.

1. Project details

Be sure to add important information at the top of your form. That includes:

• Project name
• Project number
• A brief description of the project and goals
• Artwork description (including dimensions, fonts, and colors)
• Your contact information

In some cases, you may want to add the project’s fees to this documentation.

2. Client information

It’s also good practice to add your client’s information to artwork approval form, including: their

• Name
• Company name
• Contact details

3. Approval details

Create a list covering all the essential details your client should check before signing the artwork approval form.

Here’s an example checklist:

• All imagery is correct
• The layout is correct
• Colors are correct
• Images are the correct size and resolution
• The copy is correct and free from errors
• Spelling of any names is correct 
• Contact numbers are typed correctly
• All physical, email, and web addresses are error free
• The page order is correct (if applicable)

I like this project sign-off sheet template because you can clearly see each deliverable, who approved it, and when. Simple usually works best.

Source: Filestage

4. Revisions and changes

For clarity, I recommend creating a section in your approval form to document any requested changes.

This example by Behance is effective because it makes the artwork approval process really clear. The client understands exactly what elements of the proofs to review and sign off on. 

Source: Behance

5. Signatures and disclaimer

Create a space for the client and designer or printer to sign and date. I also recommend including a short disclaimer statement to outline the approver’s responsibility for reviewing the artwork carefully before signing off. 

The statement should clarify that when the approver signs, they are accepting the artwork as is.

Here’s an example:

“I have read the information above and I understand that {your company name} is not liable for any color inconsistencies between supplied files and the final printed product.”

Alternatively, you may want to go for a more detailed disclaimer like the example below:

“Please review the final artwork carefully. Your approval indicates you accept the proofs and responsibility for errors, omissions, and legal compliance. If a rerun is necessary due to overlooked error(s) in this final proof, the client assumes responsibility and charges. No printing will begin until {your company name} receives payment and this signed document.”

I like this customizable InDesign template because it’s clean and simple. It covers all of the fundamental information you need, including terms and conditions related to color output, printing, and copy errors.

Source: Creative market 

How to create an artwork approval form in six steps

Artwork approval forms play an important role in reducing miscommunications, removing bottlenecks, and offering legal support in the case of disputes. That’s a lot of responsibility. It’s also a pretty big reason to get your artwork management documentation right.

I’ve created a six-step guide on how to make an effective artwork approval form.

Step one – Outline your needs

Start by deciding the “why” behind creating the form. These questions should help you define your needs:

• What’s the purpose of the form?
• What information do you need to capture?
• Which approvers need to sign?
• How will you deliver the sheet?

Step two – Make a template

Once you’ve defined your needs and the information your form should include, I recommend creating a template.

Add your essential sections (you can use the checklist above) to the template and save a master copy.

Double-check that all the information on the template is correct, including:

• The checklist for approvers 
• Business address and contact information
• The disclaimer statement
• The layout

Step three – Add visual elements

Now you’ve added all the essential information, you can make it more visually appealing and aligned with your brand. Here are some visual elements to include:

• Checkboxes
• Grids
• Clearly defined sections (for a clearer layout)
• Your brand logo

Step four – Consult with your legal team

When your template is ready, I recommend running it past essential stakeholders like legal, compliance, and marketing.

A proper legal review is particularly important because they will be able to spot any issues or gaps. They can also confirm that the document meets all local and international legal requirements, protecting you if issues arise.

Step five – Run a pilot

After you’ve made any necessary iterations, you’re ready to test-drive the form with real clients.

I recommend doing a pilot test with a small group of clients and designers. These questions can help you gather the feedback you need:

• Is the form copy clear?
• Do you understand your responsibility as a client or designer?
• Is the layout easy to follow?
• Is the spelling and grammar correct?
• How could we improve the usability of the form?

Use this feedback to make any final iterations to your document before rolling it out to all clients. 

Step six – Digitize the form

Now your proof approval form is ready, it’s time to think about distribution and optimization. Ask yourself these questions:

• What’s the best way to deliver the form?
• How can we digitize the document?
• Can we streamline the process with electronic signatures?

Collecting ongoing client feedback is a big help here. You’ll get battle-tested feedback and ideas to make your workflows more efficient (and as a big plus, improve your client relationships). 

Three best practices for the artwork approval process

Formal documentation can speed up your approval process, making sure clients properly check digital proofs before signing off and reducing compliance issues.

Here are three best practices for building an airtight creative review process. 

1. Implement artwork approval software

If your business is working with print assets, you need robust artwork proofing software. It allows you to standardize your processes and make sure every file gets approved by the right person.

Let’s use Filestage as an example.

With Filestage, you can:

• Set up custom workflows to manage artwork approvals
• Invite agencies to upload assets to your internal process
• Grant permission to agency collaborators to share artwork files and leave in-context feedback on top of assets
• Centralize all versions, feedback, and assets
• Auto-compare versions to highlight text changes and error corrections in your designs

Here’s a glimpse of how the auto-compare feature works:

2. Develop a review and approval workflow

Your project sign-off sheet is part of a wider content approval workflow.  It’s the final step in the process, making sure that approvers take full responsibility for checking proofs. 

In the case of legal issues or an unhappy client, this sheet is a lifesaver. But it’s not enough on its own.

Here’s how to set up a review workflow.

• Build a clear creative brief with all the necessary design details
• Identify key stakeholders and when they should enter the review process
• Set up reviewer groups in your online proofing software
• Upload the initial design to reviewer group one
• Stakeholders will automatically receive a notification asking them to leave their feedback directly on artwork assets

Here’s how the creative review process looks in Filestage. 

Reviewers are segmented into custom groups, and all assets, feedback, and versions are in one central hub. Project-level visibility makes it easy to keep track of project status.

3. Automate your workflows

We all know we’re supposed to work smarter, not harder. And with lengthy processes like artwork sign-offs, this is sound advice to take.

Here are some ways to automate your workflows for faster sign-offs and fewer bottlenecks:

• Centralize reviews from design tools like Adobe Creative Cloud
• Save workflows as templates to reuse across different creative projects
• Approve a file or request changes with a single click
• Set automated due dates (see example below from Filestage)

Artwork approval form FAQs 

What is an artwork approval form?

An artwork approval form is a document confirming that a client accepts a design or piece of artwork. It can act as a legal record to prove that a client has reviewed and approved artwork, which can be necessary in the case of errors or disputes related to the artwork.

It also helps creative project managers keep track of project progress, ensuring that the proofs are aligned correctly with the original brief. 

What are the most common use cases for artwork approval forms?

Here are three of the most popular use cases for artwork approval forms:

• Print marketing materials like brochures, packaging design, and flyers
• Digital media assets for ads, websites, or social media
• Merchandise with printed designs like promo items or apparel

Build a more efficient approval process with Filestage

Artwork approval can be a long and winding road. Luckily, a proper workflow and a comprehensive approval form will speed up the process.

It’s more than just checking your project materials have the correct fonts and spelling (although this is important). It also provides clear instructions for clients and stakeholders, so they check proofs thoroughly before they proceed to print. That way, you can avoid recalls or disputes. 

Ready to see how you can speed up your artwork approval process with Filestage? Start a free trial today →