A reliable print vendor handoff aligns marketing, procurement and the printer around one approved specification. This print vendor handoff checklist makes the files, quantities and decision owners easy to identify.
Prepare the job record
Include the project name, product type, finished size, page count or construction, quantity and required date. Add paper or material preferences, finishing, packing instructions and delivery destinations. If the quote contains assumptions or exclusions, resolve them before you issue the purchase order.
Identify the final artwork by its exact filename and revision. State whether it is ready for review or approved for production. Provide a contact who can answer technical questions and a separate approver if those roles differ. This helps the printer know where to send questions and who can authorize a change.
Check the files and approvals
Open the final PDF and confirm the right version, page order, fonts and images. Include any dielines or linked assets requested by the printer. Keep reference samples clearly separate from production files so no one mistakes a sample image for final artwork.
- Share quote and purchase order references.
- List counts for every version and destination.
- Attach the approved art and supporting assets.
- Identify proof, sample and approval requirements.
- Confirm packing, delivery and receiving contacts.
Close the handoff in writing
Ask the printer to acknowledge receipt and flag any missing information. Confirm the production schedule and the next approval point. Save the handoff, final proof and delivery record in one job folder so a future team can find the complete history.
Print planning checklist
| Topic | Key point | Check before approval |
|---|---|---|
| Prepare the job record | Include the project name, product type, finished size, page count or construction, quantity and required date. Add paper or material preferences, finishing, packing instructions and… | Record the agreed choice in the approved print brief. |
| Check the files and approvals | Open the final PDF and confirm the right version, page order, fonts and images. Include any dielines or linked assets requested by the printer. Keep reference samples clearly separate… | Check the supplied file at final size and confirm bleed and safe areas. |
| Close the handoff in writing | Ask the printer to acknowledge receipt and flag any missing information. Confirm the production schedule and the next approval point. Save the handoff, final proof and delivery record in… | 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
Should procurement or marketing send the files?
Either can coordinate, but name the owner for file accuracy and the person authorized to approve production.
What if a printer requests a change?
Ask for a marked explanation, update the source file and route the revised proof through the same approval flow.
How do I confirm delivery?
Use the agreed receiving contact and record quantities by destination when the shipment arrives.