Approve the version that will actually be printed.
A vial label proof approval should record the file version, product code, fill, language, variable fields, carton link and approval date. A message such as 'looks good' should refer to one identified proof.
Proof release checklist
Use one approval sheet for each project and each later change.
| Check | Pass condition | Record |
|---|---|---|
| Identity | Name, code and fill match quotation | Quoted line |
| Variable fields | Lot and expiry placeholders defined | Print data owner |
| Language | All text and characters fit | Approved proof |
| Carton | Label and carton agree | Linked artwork |
| Version | Number and date shown | Proof archive |
| Approval | Buyer confirms the identified version | Written sign-off |
Do not let a late change bypass the proof.
- Issue a new version when material, language or layout changes.
- Recheck variable fields after any artwork update.
- Compare carton and vial label side by side.
- Keep the final approval with the order record.
What this route can and cannot confirm
Can WhatsApp approval be used?
A clear written confirmation that identifies the exact proof version can be captured, but the project should specify the required approval channel and record.
What if the text does not fit?
The layout must be revised before approval. Do not assume the printer can shrink indefinite content onto a fixed vial label.
Are digital mockups colour accurate?
Screen colours and physical print can differ. The approved proof should state what it represents and whether a physical sample is required.
Tell us what you need
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