Free advice for improving your printing organization.

Printing Industry Best Practices:
Reducing your liability with a Proofs Approval Policy

One of the most important best practices a printing company can institute is a “Proof Approval Policy”. While most printing companies understand the importance of getting a proof approved by the customer, the significance is often poorly conveyed to the customer. Every printer has experienced at least one job rejected by a customer because of an error in the copy or content.

Not only can rejected jobs cost a company thousands of dollars in spoilage and reprint costs, but they can also tarnish your reputation and lose customers. Regardless of who is at fault!

The easiest approach to alleviate this problem is to establish is a “Proof Approval Policy”. There are 2 components of a Proof Approval Policy.

1) Incorporate a clause in your “Terms & Conditions of Sale” about your company’s Proof Approval Policy. The PIA/GATF and the NAPL has developed the following Terms & Conditions of Sale guidelines for proofs:

"The supplier will submit prepress proofs along with original copy for the client's review and approval. Corrections will be returned to the supplier on a "master set" marked "OK," "OK With Corrections," or "Revised Proof Required" and signed by the client. Until the master set is received, no additional work will be performed. Supplier will not be responsible for undetected production errors if:

- proofs are not required by the client;
- the work is printed per the client's OK;
- requests for changes are communicated orally."

2) Include a Proof Approval signoff form when sending all your proofs to customers. The Proof Approval should reiterate the purpose and responsibilities of the proof signoff.

After you have established the policy and proof approval process, be certain to educate your customers and employees on its purpose and importance.

Craig L. Press is president of Profectus, Inc, a national consultancy that helps printing organizations implement best business practices and maximize the value of their information technology investments. www.profectus.com