12 proof approval email templates for print & custom shops

As soon as version 1 is ready. Sets expectations for what to check and how to answer.

Subject: Your proof for order {order_number} is ready to review

Hi {first_name},

Your proof for {item} (order {order_number}) is ready:
{proof_link}

Please check every detail before you approve: spelling, names and dates, colours, size, quantity and placement. We make exactly what you approve, so anything you approve becomes final.

Reply with one of these:
- Approve: the proof is right, and we start production.
- Request changes: tell us exactly what to change, and we send a new version.

Please let us know by {deadline} to keep your estimated ship date of {ship_date}.

Thanks,
{your_name}
{shop_name}

About a day after the first proof if there is no answer. Friendly, short, and the link is the first thing they see.

Subject: Quick reminder: your proof for order {order_number}

Hi {first_name},

Just a quick reminder that your proof for {item} is waiting for you:
{proof_link}

It only takes a minute. Approve it if everything looks right, or tell us what to change.

Thanks,
{your_name}
{shop_name}

Three days in with no answer. Names the consequence (a later ship date) without sounding annoyed.

Subject: Action needed: order {order_number} is waiting on your approval

Hi {first_name},

We still need your approval before we can start making {item} (order {order_number}).

Your proof is here:
{proof_link}

We can’t start production until you approve, so your order is paused for now. If we hear from you by {deadline}, we can still ship by {ship_date}. After that, the ship date moves back by the same number of days.

If something about the proof isn’t right, just tell us and we’ll fix it.

Thanks,
{your_name}
{shop_name}

Only if your terms say an unanswered proof is approved after a set time. Send it before the deadline, never after.

Subject: Your proof for order {order_number} will be approved on {deadline}

Hi {first_name},

We haven’t heard back about your proof for {item} (order {order_number}):
{proof_link}

As explained in our order terms, if we don’t receive changes by {deadline}, we will treat the proof as approved and start production exactly as shown.

If you want any changes, please reply before then. If it all looks right, you can approve now and we’ll start sooner.

Thanks,
{your_name}
{shop_name}

Each time you send a new version after a change request. Repeat what changed so they can check it quickly.

Subject: Version {version} of your proof for order {order_number}

Hi {first_name},

Thanks for your notes. Version {version} of your proof is ready:
{proof_link}

What we changed:
- [change 1]
- [change 2]

Please check the whole proof again, not only the changes, then approve it or tell us what else to adjust.

Thanks,
{your_name}
{shop_name}

When a customer asks for another round after the included rounds are used. Ask for a yes before you do the work.

Subject: About further changes to order {order_number}

Hi {first_name},

Thanks for the new notes on your proof for {item}.

Your order includes {free_rounds} rounds of changes, and we’ve now used them. Further rounds are {change_fee} each, so we wanted to check with you before we start.

- Reply “yes” and we’ll make the changes and add {change_fee} to your order.
- Or approve the current version at no extra cost: {proof_link}

Thanks,
{your_name}
{shop_name}

Right after they approve. Confirms which version was approved, which is your record if questions come up later.

Subject: Approved: version {version} for order {order_number}

Hi {first_name},

Thanks for approving version {version} of your proof for {item} (order {order_number}).

We’re making it exactly as approved. Your estimated ship date is {ship_date}.

You can see the approved proof at any time here:
{proof_link}

If you notice anything now, reply straight away. Once production starts we may not be able to make changes.

Thanks,
{your_name}
{shop_name}

When a proof has waited too long (prices, stock or dates have changed). Offers a clear way to restart.

Subject: Your proof for order {order_number} has expired

Hi {first_name},

We haven’t heard back about your proof for {item} (order {order_number}), so we’ve paused the order and closed this proof.

When you’re ready, reply to this email and we’ll send a fresh proof with an updated ship date. If anything about the order has changed, let us know at the same time.

Thanks,
{your_name}
{shop_name}

When you’re sending a printed, stitched or engraved sample instead of (or after) a digital proof.

Subject: A sample of your order {order_number} is on its way

Hi {first_name},

A physical sample of {item} is on its way to you. Tracking: [tracking link]

When it arrives, please check the colours, size, material and finish in good light. Screens and printers show colour differently, so the sample is the best guide to the final result.

Then let us know:
- Approve: we produce the full order to match the sample.
- Request changes: tell us exactly what to adjust.

Please let us know by {deadline}. You can also reply here:
{proof_link}

Thanks,
{your_name}
{shop_name}

For company orders where several people have to sign off. Asks for one consolidated answer.

Subject: Proof for order {order_number}: approval needed from your team

Hi {first_name},

Your proof for {item} (order {order_number}) is ready for your team to review:
{proof_link}

Please share the link with everyone who needs to sign off, for example marketing, legal or the account owner. To avoid conflicting notes, we ask for one combined reply: either one approval, or one list of changes.

Please send your team’s answer by {deadline} to keep your ship date of {ship_date}.

Thanks,
{your_name}
{shop_name}

For Etsy or marketplace messages. Short, no subject line. Attach the proof image in the message as well as linking it.

Hi {first_name}! Your proof for {item} is ready. I’ve attached it here, and you can also see it at {proof_link}

Please check spelling, names, dates and colours carefully, because I make exactly what you approve.

Reply “Approved” if it’s perfect, or tell me exactly what to change. If I hear from you by {deadline}, it ships by {ship_date}. Thank you! {your_name}

For text messages. Keep it under about 300 characters and put the link where it can be tapped.

{shop_name}: Hi {first_name}, your proof for order {order_number} is ready. Please check it and approve or request changes here: {proof_link} Reply by {deadline} to keep your ship date.