Artwork proof or sample: key differences and 6 checks

Artwork proofs and samples: what is the difference?

Before producing branded products, be clear about what each approval actually confirms. An artwork proof is used to review the graphics and information in the proposed production document. A sample lets you examine a physical item and the characteristics it represents. Define the scope of each for your project: a material swatch, an unbranded item and a customised prototype do not approve the same things.

Start by asking: “What can I confirm from this document or item, and what still needs checking?” That distinction helps you avoid expecting a screen preview to tell you how a fabric feels or how a garment fits.

Review the proof as a production document

First check the product and its reference, the artwork used and the file version. Review wording, spelling, numbers and brand assets. A correct logo in an earlier email does not guarantee that the final document uses the right version.

Then check the branding position, orientation and dimensions. Ask for the relevant measurements rather than relying on an enlarged image. For clothing, bags or curved products, agree on the reference points used to describe placement. If the document shows several sides or variants, review every one.

Do not approve a colour from a screen alone

Colour appearance depends on the screen and colour management, among other factors. Adobe explains that soft proofing simulates output within a suitable colour-managed setup; simply viewing an image on a phone does not necessarily provide that assurance.

If a colour is essential to your brand, provide its reference and ask how it will be reproduced on the chosen material using the selected technique. Do not assume an exact match. Agree on how colours will be compared and on any reproduction limits.

Be clear about what your sample represents

A physical sample gives you information about a material, construction or finish. To review it properly, establish what it actually represents: the intended material, the same model, the same branding, the same colour? Some details may still be provisional.

For clothing, review the fit, agreed measurements, feel and finishes relevant to its use. For an object, check dimensions, any moving parts and the customised area. The checks depend on the product; do not treat this list as approval of features you have not examined.

Printful’s embroidery guidelines highlight the value of checking artwork constraints and ordering a sample to assess the stitched result. Those supplier guidelines are not NAEXYS specifications. The useful principle is to assess artwork against the technique that will actually be used.

Bring feedback together before final approval

Choose one person to collect feedback. If marketing approves the artwork while another team approves the product, separate their checks and combine their comments into one clear version.

Identify each correction precisely: product reference, side, measurement or element to replace. After a change, review the revised document rather than assuming everything else has stayed the same. Keep the approved version and a record of any outstanding points.

A practical example to adapt

Illustrative example: a company is preparing a tote bag and notebook for an event. For the bag, it approves the artwork, branding size and placement on the proof, then examines the intended material when a sample is available. For the notebook, it checks the format, cover artwork and specifications set out in the proposal.

If the bag sample is in a different colour, the team records that the sample does not approve the intended colour, then asks how to confirm that remaining point. The aim is an explicit decision, rather than a blanket “everything looks fine”.

Build approvals into your schedule

File preparation, any sample shipping and internal feedback all take time. Share your target date in the initial brief and identify who can respond at each stage. A new request or correction may require a revised schedule.

At NAEXYS, approval requirements and sampling arrangements are considered for each product. Tell us your quantities, deadline and priorities so we can plan the discussions before production decisions are made.

Your pre-approval checklist.

• The product reference and artwork version are correct.
• Wording, dimensions and branding placement have been checked.
• The colour approval method and its limits are understood.
• The sample’s purpose and the details it does not represent are clear.
• All corrections are collected in one clear version.
• Outstanding points and the approval schedule are recorded.