By Trade Only · Published 14 September 2026 · 2 minute read
Create a single order reference
Link the product list, artwork files, proofs and delivery details to one order reference. Include a revision date in filenames or the approval record. A client may send a revised logo after the first quotation; make sure the change reaches the person preparing the proof and that the old version is no longer treated as approved. Record the requested change in plain language as well as attaching the new file.
Review the effect of each change
A different product colour, logo position or quantity may alter the quotation or timing. Ask for confirmation before telling the client that the change is included. Conference Folders and Drinkware Gift Sets have different surfaces and packaging, so an artwork approval for one item should not be reused automatically for another. Review the new proof against the exact product reference. Keep unresolved questions visible until the supplier and client have both addressed them.
Close the approval loop
Send the client a complete summary of the product, quantity, artwork version and agreed delivery details. Obtain their approval before passing the final instruction onward. If a deadline cannot be confirmed, state that clearly instead of converting a requested date into a promise. Retain the final records for checking the delivery and preparing future enquiries. A repeat order should still be checked for current availability, pricing and any changed product information.