Proof Approval Request and Sign-Off Tracker

Writes the message that asks a customer to approve a proof, keeps a running tracker of every job waiting on a sign-off, and drafts follow-up messages for proofs that have gone quiet.

Print shopEvents and Creative✓ Checkedv1.0

Before and after

BEFORE · what the owner typed

Samuel Hansen here at Graymoor Print Shop, 4600 Fernmoor St, Windgate, shop phone 319-555-0143. Today is Tuesday. Need proof stuff done for 4 jobs. Job 4471 Halemoor Events Co, contact Sandra Ibarra. 250 folded table tent cards, 5x7, kraft 18 pt uncoated, sage green ink. Proof v2 went out today. v1 had a typo in the reception time, fixed in v2. Sandra AND her boss Sara Kaplan both have to sign. Press Thursday 9am so need both by Wednesday 4pm. If we miss that we lose the Thursday press slot. Job 4472 Halemoor Events Co, Sandra Ibarra again. 2 vinyl banners, 3x8. Proof v1 went out today. Only Sandra signs. Same deadline, Wednesday 4pm, same Thursday slot. Haven't heard from her on anything since Monday. Job 4468 Scott Kramer, 500 business cards, proof v3. He emailed back yesterday 2:15pm 'looks good go ahead'. I'll take that, counts as approved. Job 4469 Sharon Mercer, 100 flyers 8.5x11, proof v1 sent last Thursday, nothing back. No press date set yet. Customers approve by replying APPROVED and typing their full name.

AFTER · what the skill produced

Approval request for Job 4471 (to Sandra Ibarra and Sara Kaplan)
Hello Sandra and Sara, this is Samuel at Graymoor Print Shop. Attached is proof v2 for Job 4471, your 250 folded table tent cards (5x7, kraft 18 pt uncoated, sage green ink). The reception time was corrected in this version.

Please check every item on the proof: spelling, names, dates, times, addresses, phone numbers, colors, quantity, and size. Both of you need to approve. To approve, reply APPROVED and type your full name. We need both approvals by Wednesday 4pm. If we miss that, we lose the Thursday 9am press slot. Questions? Call us at 319-555-0143.
Samuel Hansen, Graymoor Print Shop

Approval request for Job 4472 (to Sandra Ibarra)
Hello Sandra, this is Samuel at Graymoor Print Shop. Attached is proof v1 for Job 4472, your 2 vinyl banners (3x8).

Please check every item on the proof: spelling, names, dates, times, addresses, phone numbers, colors, quantity, and size. To approve, reply APPROVED and type your full name. We need your approval by Wednesday 4pm. If we miss that, we lose the Thursday 9am press slot. Questions? Call us at 319-555-0143.
Samuel Hansen, Graymoor Print Shop

Approval request for Job 4469 (to Sharon Mercer)
Hello Sharon, this is Samuel at Graymoor Print Shop. We sent proof v1 for Job 4469, your 100 flyers (8.5x11), last Thursday, and we want to be sure it reached you. Please check every item on the proof: spelling, names, dates, times, addresses, phone numbers, colors, quantity, and size. To approve, reply APPROVED and type your full name. Questions? Call us at 319-555-0143.
Samuel Hansen, Graymoor Print Shop

Proof tracker (Tuesday)

| Job | Customer | Proof | Who must sign | Sent | Status | Deadline | Next step |
|---|---|---|---|---|---|---|---|
| 4471 | Halemoor Events Co | v2 | Sandra Ibarra, Sara Kaplan (0 of 2 signed) | Tuesday | Waiting | Wed 4pm | Send request, check Wednesday morning |
| 4472 | Halemoor Events Co | v1 | Sandra Ibarra | Tuesday | Waiting | Wed 4pm | Send request, follow up if quiet |
| 4468 | Scott Kramer | v3 | Scott Kramer | Earlier | Approved | None given | Move to press |
| 4469 | Sharon Mercer | v1 | Sharon Mercer | Last Thursday | Waiting | None given | Send follow-up |

Job 4468 approval on record: Scott Kramer replied "looks good go ahead" yesterday at 2:15pm. Samuel Hansen confirmed this counts as approval.

Follow-up for Job 4471 (to Sandra Ibarra and Sara Kaplan)
Hello Sandra and Sara, this is Samuel at Graymoor Print Shop. We haven't heard back on proof v2 for Job 4471, your 250 folded table tent cards. Please check every item on the proof and each reply APPROVED with your full name. Both of you need to approve. We need both approvals by Wednesday 4pm to keep the Thursday 9am press slot. Call us at 319-555-0143 if you have any questions.

Follow-up for Job 4472 (to Sandra Ibarra, if no reply by Wednesday morning)
Hello Sandra, this is Samuel at Graymoor Print Shop. We haven't heard back on the proof for Job 4472, your 2 vinyl banners. Please check every item on the proof and reply APPROVED with your full name. We need it by Wednesday 4pm to keep the Thursday 9am press slot. Call us at 319-555-0143 if you have any questions.

Follow-up for Job 4469 (to Sharon Mercer)
Hello Sharon, this is Samuel at Graymoor Print Shop. We haven't received a reply on the proof for Job 4469, your 100 flyers. Please check every item on the proof and reply APPROVED with your full name, or tell us what needs to change. Call us at 319-555-0143 if you have any questions.

Summary: 4 jobs: 1 approved, 3 waiting.

Questions for the owner

What are Sara Kaplan's and Sharon Mercer's email addresses or phone numbers? None were given.
Do you want a press date added to the Sharon Mercer follow-up once one is set?

What it does

Writes the message that asks a customer to approve a proof, keeps a running tracker of every job waiting on a sign-off, and drafts follow-up messages for proofs that have gone quiet. It handles one job or a whole stack of them.

Use it when: Use when a print shop needs to send proofs out for customer approval and keep track of who has signed off, such as "send the proof for approval," "who hasn't approved yet," "chase this proof," or "track my proofs."