ORDER FOLLOW-UP · October 24, 2026
China Packaging Artwork Approval: Control Versions Before Mass Printing
A supplier’s “approved” message is useful only when everyone can identify the same file and approval scope. Before mass printing, connect the purchase order, SKU, artwork revision, printed proof and authorized reviewer in one release record.
1. Freeze one identifiable artwork version
Give each artwork file a unique revision, issue date and SKU or variant. Record the purchase order, packaging level, destination market and language. Keep the editable master and a fixed review copy together; make obsolete versions visibly unavailable for production while preserving their history.
Ask the supplier and any separate printer to acknowledge the exact filename and revision. Avoid approvals such as “use the latest attachment” when multiple emails or chat threads contain different files. Confirm which quantities and production batches the approval covers.
2. Divide the review into clear responsibilities
Check product names, model numbers, quantities, dimensions, colour references, dielines and placement against the agreed specification. Assign language review to a competent reviewer for each destination. Check the final laid-out text, including small print, rather than an earlier text-only document.
Assign regulatory labels, warnings and product claims to the responsible importer or qualified specialist for the destination and product. A commercial artwork approval does not certify legal compliance. Record any unresolved requirement and its owner before releasing the affected packaging.
3. Verify the barcode and the printed proof
Match the encoded identifier to the intended product and packaging level, and check the human-readable digits. Review placement, clear areas and the effect of folds, seams or wrapping. A phone scan can identify some mistakes but should not substitute for an agreed print-quality verification process.
GS1 explains that printed barcode quality can be measured using a standards-compliant barcode verifier. Agree the applicable verification method and acceptance criteria with the responsible party, and retain the report with the physical proof. A screen image alone cannot demonstrate the quality of the final printed material.
4. Link approval to a production release
Request a proof that identifies the substrate, print process, revision and any finishing used. Record who approved it, the date, the scope and any agreed deviations. If the proof differs from the digital file, resolve the difference in writing before authorizing the print run.
Illustrative example: revision B corrects the language on one SKU, but the printer still holds revision A. Pause release of that packaging, issue B with a clear replacement instruction, obtain acknowledgement and review the new proof. Do not silently substitute a revised file after approval.
5. Check changes and retain evidence
When artwork changes after approval, identify affected stock, work in progress, quantities and costs before agreeing a reprint or rework. Confirm the next production milestone and the inspection sample to be checked against the approved proof. Keep rejected and accepted versions distinguishable.
A useful release record includes the PO, SKU, revision, market, language, barcode check, proof reference, reviewer, approval date, print quantity and open issues. MORENICE can help coordinate supplier acknowledgements and production follow-up; approval authority and specialist review remain as agreed with the buyer.