Before sign-off, check five things: the photographs chosen, the layout and order, the crops, every name and caption, and the production details such as size, paper and quantity. Read each one on the proof, not from memory. Approve in writing, and ask what changes are possible once production starts.
Sign-off is the last moment when a change is easy. After that, a mistake may be costly or impossible to fix. A calm, ordered check is worth the time. This page sets out what to look at, and in what order.
What is being approved?
When you approve, you accept five things together.
- Selection: which photographs are included.
- Layout: where they sit and in what order.
- Crops: how each is framed.
- Words: names, dates and captions.
- Production: size, paper, cover, finish and quantity.
Each item has its own kind of error. Treat them as five short checks, not one general glance. Print-size calculations stay with the print size calculator; this page is about what to confirm.
How do you check the selection?
Compare the proof with the list of photographs you agreed. Look for anything missing, anything added and any frame that was swapped. If several people chose the photographs, check that the approver's decisions are the ones reflected. Our page on selecting photographs for an album with several contributors explains how to prepare that list.
How do you check the layout?
Read page by page in order, as the reader will. Ask whether the story flows. Check that no key person is lost near a fold or a page edge. In a spread, a face that falls on the centre fold can be hidden or distorted.
Check consistency as well. Similar photographs side by side should not look repetitive. Large and small photographs should have a reason. Look at the first and last pages with extra care, since people see them first and last.
How do you check the crops?
Look at faces, hands and edges. A crop that cuts off a hand or a foot looks careless. A crop that leaves too little space around the head may look cramped. Check that the main subject is not too close to the trim edge, where a slight shift in cutting could remove part of it.
Our page on portrait, landscape and alternative crops explains why some crops work better than others.
How do you check names and captions?
This is the check most often rushed, and the one that causes the most regret. Read every name aloud and check its spelling against a reliable source, such as an invitation. Check dates and places. Check titles and honorifics, which matter in many families and workplaces.
Ask a second reader to look as well. A name read by someone who knows the person is far more reliable than one read by someone who does not.
How do you check production details?
Confirm the following in writing.
| Item | What to confirm |
|---|---|
| Size | Exact dimensions, and orientation |
| Paper | Type and finish, ideally seen as a sample |
| Cover | Material, title text and any names |
| Quantity | Number of copies, and who receives them |
| Delivery | Date and address |
Colour on paper differs from colour on screen, so read why photographs can look different on screens and in print. If you use another supplier for printing, see what to record before ordering prints from another supplier.
A worked example
For example, imagine a family approving a photo book for a wedding. The proof arrives as a document of 30 spreads.
The approver and the bride's sister each read it separately. The approver checks selection and flow. The sister checks names and finds that a grandfather's name is spelled differently in two places. They also notice that a face on spread 12 falls on the centre fold. They send both points in one message, referring to the spread number. The supplier corrects them and sends a new proof. The family checks only those two points on the new proof, then approves in writing.
What should the approval message say?
Keep it short and clear. State the proof version, the date and the words "approved for production". List any final changes you accept. Save the message with the proof. If anything goes wrong later, you have a record of what was approved.
Whether our delivery includes an album, and how approval works for it, is confirmed in your quotation. Use the photo delivery acceptance checklist for gallery checks, and see event photo delivery, editing and preservation for the wider path.
Checklist
- Check every photograph chosen against the agreed selection.
- Read the layout page by page, in order.
- Check crops for faces, hands and edges.
- Check every name, date and caption.
- Confirm size, paper, cover and quantity.
- Approve in writing, and keep a copy.
If you plan an album or large prints, tell us the size and the quantity you have in mind, and we will confirm in writing what is part of your delivery and how approval works.
Plan approval for our albumCommon questions
How many rounds of changes can I expect?
This depends on the agreement and on the supplier. Do not assume a number. Ask how many rounds are included, what counts as a change, and how late a change can be made.
Who should read the proof?
At least two people: the approver and someone who knows the names and spellings. A second reader catches errors that the first no longer sees. Name them before the proof arrives.
What if I notice an error after approval?
Tell the contact straight away, in writing. What can still be changed depends on how far production has gone. This is why a careful check before approval matters.
Do I need to calculate print sizes myself?
Our print size calculator shows what size a file suits. It helps you judge whether a photograph is large enough for the size you want. Production specifications come from the supplier.
Plan approval for our album
If you plan an album or large prints, tell us the size and the quantity you have in mind, and we will confirm in writing what is part of your delivery and how approval works.
What happens next: You send your event details on WhatsApp. Our team reads the brief, asks what is missing, then confirms in writing whether the date, venue and coverage can be booked, with a quotation. Opening WhatsApp does not send anything, and a message is not a booking until both sides confirm.
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