Colour proofing before printing: what to approve
First define what is being checked: copy and layout, expected colour reproduction or the finished piece with its finishes. One sample does not necessarily validate everything. Proofing works when the file, output conditions, critical areas and comparison method are agreed; viewing a PDF on an arbitrary screen is not a substitute.
Separate content review from colour approval
PDF review can reveal an incorrect phone number, missing page, caption error or misplaced element. State the approval scope precisely, such as copy, page sequence and layout. Colour approval needs a separately described checking method. An office printout may help with reading and page organisation, but define that purpose in advance. Do not treat text approval as an unspoken acceptance of every characteristic of the final run.
Understand the limits of soft proofing
Adobe describes soft proofing as a profile-based simulation of output. Reliability depends on the monitor, device profiles and ambient lighting; settings may simulate paper colour and black ink. Two ordinary displays are therefore not an agreed reference. Ask a specialist to define the appropriate profile and viewing conditions. If colour is critical to acceptance, discuss a physical proof and how it will be used to judge the run.
Choose representative critical areas
Identify brand colours, product photographs, neutral greys, dark detail and other areas that will drive acceptance. For a catalogue, representative images can be more useful than checking the cover alone. Describe expectations with words and references: what must look natural, which shade matters and what it will be compared against. Agree proof pages before output; including every page does not automatically make the review more informative.
Define what the physical sample represents
Ask how the proof is produced, on which material, what printing conditions it represents and what it does not check. Discuss the production stock, lamination, varnish, texture and other agreed operations separately. A proof without a particular finish does not approve that finish. Record the reference and comparison method for brand colours. Have the production specialist propose tolerances and assessment methods for the job rather than copying a generic online table.
Record the approved version before release
Link the proof to the exact final filename, date and page set. Keep comments and the authorised decision, and identify the agreed physical sample so it cannot be confused with earlier versions. If images, profiles or output settings change, ask whether a new proof is needed: the previous approval covered previous conditions. For an initial enquiry, describe the item, stock, quantity and critical colours; agree the control method with the production brief.