10 ways to make customer proof instructions easier to follow

A customer should not need to understand your internal workflow to review a proof. A short, specific request is easier to act on than a long email containing every production detail. Use these ten practices to make the next step clear.

1. Name the product. Identify the item and variant in ordinary language.
2. State the version. Make it clear which artwork the request concerns.
3. Explain the change. List the important revisions since the previous review.
4. Give a focused checklist. Ask for checks such as spelling, contact details, barcode placement or panel orientation.
5. Use the proof link. Keep comments and decisions attached to the version instead of starting another attachment chain.
6. Explain how to comment. Ask reviewers to mark the location of a problem when possible.
7. Separate comments from approval. Tell the customer when a formal decision is needed.
8. Identify the decision maker. Avoid assuming every copied recipient can authorize production.
9. Give timing context. Explain the review deadline and how a late revision affects the job.
10. Send a fresh request after corrections. Do not imply that an old approval covers a new file.

Keep the message short

A useful example is: “Please review version 3 of the carton. We moved the barcode and corrected the side-panel text. Check those areas and the remaining copy, then approve or request changes using the proof link.”

AutomatePrint's reviewer links and version notes give that message a clear destination. The team can then follow the recorded feedback and decisions without reconstructing a separate conversation.

Support occasional reviewers

Open the proof on a small screen during your own setup checks. Make sure the customer can find the page, comment controls and decision action without training.

Read the reviewer portal guide for what customers see.