Approving packaging artwork is a decision point that locks in supplier production and retail readiness. At this stage you want a fast, repeatable method that reduces rework, prevents stocking errors, and leaves a clear audit trail. The following sections break the approval into concrete checks: version control, language, barcode, placement on dielines, physical print samples, and the approval record you should keep.

1. Verify the correct artwork version and file deliverables

Confirm the exact artwork file you are approving. Ask the supplier to provide the filename, timestamp, and a checksum or PDF proof you can reference. Avoid approving a generic label of unknown provenance; approval must tie to a single, identifiable file name and date.

Specify acceptable file formats for printing versus archive. For print approval, require a press-ready PDF at the supplier’s native print scale and with crop marks and color profiles embedded. For your records, request the editable source file (AI, PSD, or InDesign) with linked assets and fonts identified but not necessarily supplied.

• Record: filename, file size, timestamp, and proof PDF page number
• Capture: who provided the file and the supplier contact information
• Note: whether fonts are outlined or supplied separately

2. Check language, claims, and mandatory text

Confirm every language variant that must appear on packaging and exactly which market each language version serves. For multilingual packs, verify text grouping, hierarchy, and whether a single SKU needs multiple languages or separate SKUs per market.

For any required legal, warning, or nutritional statements, compare the artwork text to your source copy. Ask for a line-by-line transcript of critical statements so translators and reviewers can compare without opening the artwork file. Where translation matters, request a bilingual proof with the original text alongside the translation.

• Document: language list tied to market and SKU
• Verify: exact wording of legal claims, net weight, and manufacturer information
• Confirm: measurement units and local formatting (e.g., decimals, date formats) for each market

3. Confirm barcode type, data, and scannability

Identify the exact barcode symbology required for your retail channels (UPC, EAN, GS1-128, QR). Record the GTIN or encoded data that belongs to the SKU, and ensure the artwork uses that number. Never approve an artwork that contains a placeholder barcode like 000000000000.

Require a test scan from the printed proof. A digital barcode in a PDF can look correct but fail on press. Ask the supplier to supply at least one printed patch showing the barcode at actual print size, with the scanner model and distance used for the test noted.

• Record: barcode type, numeric code, checksum, and associated SKU
• Request: printed barcode sample scanned and pass/fail result
• Note: minimum size, quiet zone, and whether barcode is over varnish, embossing, or texture

4. Validate placement on dielines, bleeds, and panels

Work from the supplier’s dieline to verify where each element sits on the physical pack. Overlay the approved artwork on the dieline and confirm critical items such as barcodes, nutrition, safety icons, tamper seals, and net weight appear on the correct panel after folding and gluing.

Check bleed, trim, and safety margins. Ask for a mockup or panel proof showing how folds and cuts will affect the artwork. If a design element lands across a fold or near a cut, capture a decision: adjust artwork, move element, or accept risk with sign-off.

• Confirm: artwork overlay aligned to supplier dieline version and revision
• Document: safety margins and any elements within the risk area
• Decide: changes required or accept as-is with a recorded exception

5. Approve print sample questions: substrate, color, and finish

Request a physical print sample on the exact substrate, ink set, and finishing you will use in production. Digital or office prints are not sufficient for color, varnish, embossing, or foil. For color-critical items, ask for a press proof or color-matched sample produced on the same press type.

When inspecting the sample, check Pantone or color target matches, opacity, varnish/lamination appearance, and tactile finishes. Note any variation between the sample and the approved proof and decide whether to accept the variation or require another iteration. Record the supplier’s press settings, ink formula, and substrate code.

• Capture: substrate name/thickness, finish, and supplier stock code
• Record: color match method (Pantone or spectral target) and measured delta if available
• Inspect: tactile finishes and any post-print processes

6. Create a single approval log and next-decision record

Consolidate every verification into one approval log entry that you store with the artwork files. The log should list the exact approved filename, barcode data, language versions, dieline number, sample ID, who approved it, and the date. Use a simple template so approvals are consistent across SKUs and suppliers.

Add a short next-decision field: whether production may proceed, a reproof is required, or a run-size/sample batch is needed for final checks. This creates a visible record for procurement, quality, and logistics teams and clarifies what the supplier can do next without further back-and-forth.

• Fields to include: approved file, approver name, approval date, exceptions, and next action
• Attach: supplier proof PDF, print sample photos, barcode scan result, and dieline overlay

Download and fill the artwork approval log template, attach the approved file, and record your approval decision.