A print purchase order should turn an approved quote into clear instructions for the job. This print purchase order checklist helps the buyer and printer confirm that quantity, specification, approvals and delivery details match.
Link the order to the approved quote
Include the quote number or reference, supplier details, purchase order number and the person responsible for questions. Identify the item and quantity. If the order includes several designs or locations, list each version and count separately so the production schedule can follow the order.
Copy the agreed specification into the order: finished size, page count, paper or material, finish, binding, packaging and any approved sample. State the expected delivery date and address, including separate destinations if needed. Avoid vague terms such as “same as last time” unless you also identify the exact prior job and file.
Confirm artwork and approval status
Name the final artwork or proof revision and state whether the approver has approved it for production or still needs to review it. If the order depends on a sample approval, write that condition clearly. Identify who can authorize a change and how the printer should report a mismatch or missing detail.
- Quote reference and purchase order number.
- Product, variants, quantity and final specification.
- Approved artwork filename and revision.
- Delivery schedule, locations and packing requirements.
- Buyer and approver contact details.
Close the order record
Ask the printer to acknowledge the order and confirm any open questions before production. Save the purchase order, quote, approved proof and delivery confirmation together. This record makes invoice checks and repeat orders easier.
Print planning checklist
| Topic | Key point | Check before approval |
|---|---|---|
| Link the order to the approved quote | Include the quote number or reference, supplier details, purchase order number and the person responsible for questions. Identify the item and quantity. If the order includes several… | Record the agreed choice in the approved print brief. |
| Confirm artwork and approval status | Name the final artwork or proof revision and state whether the approver has approved it for production or still needs to review it. If the order depends on a sample approval, write that… | Check the supplied file at final size and confirm bleed and safe areas. |
| Close the order record | Ask the printer to acknowledge the order and confirm any open questions before production. Save the purchase order, quote, approved proof and delivery confirmation together. This record… | Record the agreed choice in the approved print brief. |
CONTINUE THE PRINT PLAN
Keep the next step useful.
Explore the service page or related drafts, then send the agreed brief to the print team.
Frequently asked questions
Can the purchase order say “as quoted”?
Include the quote reference and summarize the critical specification so both sides can confirm the same scope.
Who can approve artwork changes?
Name the person authorized by your business to approve production files or scope changes.
What if the quantity changes after ordering?
Ask the printer for a revised quote and order confirmation before proceeding.