- 01Artwork input
- 02Virtual proof
- 03Targeted physical check
- 04Recorded approval
Artwork is the controlled input
Begin with the current logo, colors, wording and any alternate lockups. Identify the exact product, product color, decoration method, imprint location and intended size. The file itself is not an approval; it is the input used to prepare production artwork and a proof.
Keep a version identifier with the file and retire outdated versions from the active brief. If fonts, linked images or color references are required, package them as requested. Ask which source format fits the selected decoration method rather than converting files repeatedly without a target specification.
Small text, thin lines, reversed areas and low contrast deserve attention at actual imprint size. Resolve those issues before treating a proof as a routine formality.
Use a virtual proof for layout questions
A virtual proof helps check the correct logo and wording, approximate placement, stated imprint size, method and production notes. It should identify the product and color so the approver can understand the proposed configuration.
A screen view does not establish exact physical color, texture, weight, construction or feel. It can also simplify lighting and curvature. Approve what is represented—layout and stated specifications—while keeping physical characteristics outside its scope unless separately verified.
Record the approver, date and exact proof version. If the artwork, product, color, method, location or size changes, request a revised proof.
Use a standard sample for product questions
A standard sample can help assess the product’s size, handling, material, construction or color. Confirm the item number, color and configuration supplied. A sample of a related item or a different color may answer some questions but should not be treated as the exact product.
An undecorated sample does not show the finished logo. A random decorated sample may demonstrate a process, but its artwork, location and production history are not your order. Label what the sample proves and what remains open.
Ask about sample cost, availability, return requirements and transit time before putting it on the project schedule. A sample request does not reserve production stock.
Use a pre-production sample for the combined result
A pre-production sample is intended to represent a specified product and decoration before the full run. It is most useful when the risk concerns the interaction of artwork, process and product—such as curved placement, unusual material behavior, very small embroidery detail or a critical color relationship.
Availability is product- and order-specific. Confirm what the sample includes, whether production materials and methods match the intended run, what tolerances remain, how approval is recorded and whether revisions require another sample.
This check can add cost and time. Use it where the consequence of an unseen finished-result problem outweighs that burden, not as an automatic step for every order. The U.S. Government Publishing Office’s procurement rules similarly treat prior-to-production samples as specification-bound objects that are received, identified and evaluated before approval; Exposilo orders are not governed by that system, but the control principle is useful.
Choose by unresolved risk
If the open question is spelling, logo version or position, start with the proof. If it is size, feel or construction, request the exact standard sample when available. If it is the interaction of the chosen item and decoration, ask whether a pre-production sample is available.
Do not request all three without purpose. Each check needs an owner, a question, an acceptance criterion and a deadline. Keep the approved artifact and its limitations with the order record.
A sample or proof is not a delivery promise. Inventory, final price, production timing and freight still require confirmation for the order.
Frequently asked questions
Does a virtual proof show exact product color?
No. Screen color, photography and lighting vary. Use the proof for layout and stated specifications, and use an appropriate physical check for color-sensitive decisions.
Is a random decorated sample the same as a pre-production sample?
No. A random sample demonstrates another job. A pre-production sample is prepared against the specified product and decoration for the planned run.
Do all products support pre-production samples?
No. Availability, cost and timing must be confirmed for the exact product and order.
What should an approval record include?
Keep the exact artifact version, approver, date, product and color, artwork, method, location, size and any limitations or open conditions.
Sources and next steps
These sources provide general process and procurement context. Product availability, decoration, price and timing must still be confirmed for the exact order.