1. Give the design a stable reference.
Use a design or template ID. For clipart selections, keep the chosen elements and their arrangement tied to the order.
2. Match the file to the actual print area.
Request the product-specific template. If sizes differ, confirm whether separate production files are needed and label each one clearly.
3. Keep text exact.
Record the customer’s approved spelling, capitalization and punctuation. Do not rely on a filename to hold all personalization information.
4. Record the approved version.
Keep the original design and the approved production file separate. Make a change visible rather than silently overwriting the reference.
5. Keep the handoff complete.
Send the order reference, intended item, size, quantity and artwork reference together using the agreed process. Confirm accepted file formats and any sample requirements.