What Should I Check Before Approving an Award Proof?
Check every recipient detail, logo, layout element, branding method and color specification before giving written approval. Production timing begins from final artwork approval, so review promptly but do not approve until all corrections appear on the proof.
Before approving an award proof, verify every name, title, date and other text against your original files. Confirm the logo, layout, branding method and any color specifications, because the approved proof becomes the production reference. Production cannot begin until Flawless receives your final written approval.
Cross-check every recipient detail
Compare every recipient name, title and achievement date on the proof with your original source file rather than relying on memory or previous emails. Check each personalized award individually, including repeated or similar names.
Personalization lists should be supplied in Excel or CSV format. This minimizes spelling errors, improves proofing accuracy and reduces approval time. If you find a discrepancy, request a corrected proof before approving it.
Review the logo, layout and branding
Check that the correct logo version is used and that its placement, orientation and relative size look right. Review the position and hierarchy of all text, along with the applicable branding method shown on the proof.
For designs with color fills or accents, confirm that the stated color specifications match your requirements. Screen appearance can vary, and exact PMS or Pantone matching should not be assumed before project-specific review and approval.
Understand how approval affects timing
Lead time is counted from final artwork approval, not from the initial inquiry or order placement. Slow customer approval is the most common cause of project delays, so involve all internal approvers early and return one clear written response.
Stock and catalog awards typically run 5–7 days from proof approval. Standard custom production is typically 60–90 days from final artwork approval, including ocean freight and customs. Rush custom production is approximately 4–6 weeks using air freight when the event date requires it, the budget allows and the project is confirmed as feasible.
Approximately 90% of custom orders are typically shipped by air to limit lead time and support confirmed in-hands dates. Any additional air-freight charge is reviewed for the specific project; Flawless does not charge a separate rush production fee or use tiered Rush-versus-Standard production pricing. Every project timeline is confirmed in writing at order.
Plan for possible late additions
If your recipient list could change, discuss that possibility before production. Flawless typically maintains excess inventory for stock awards, but availability is not guaranteed for every item.
For custom awards, ordering a few project-specific extras may be advisable because very small follow-up runs can be difficult to produce and may require expensive air freight. If no extra custom piece is available, the options may include waiting for another custom piece, using an available stock award that may not match the original, or reviewing whether air freight is feasible. Timing and cost depend on the project and event date.
Give written approval only when everything is final
Flawless sends a production-ready digital artwork proof through an automated email review process and requires written approval before production begins. Do not approve while corrections are still outstanding.
An AI Designer render is not an approved production proof. Physical samples are not included or required for every custom project; their availability, timing and price require project-specific confirmation.
Frequently asked questions
Why should I check the proof if I already sent the recipient list?
The proof shows how the supplied information will appear in production. Cross-reference every name, title and date with your original Excel or CSV file so errors can be corrected before written approval.
How quickly will I receive the first award proof?
Most initial artwork proofs are returned within 24–48 business hours after Flawless receives the required artwork and personalization information. The complete proofing cycle has no fixed duration because it depends on file readiness, revisions, client requirements and approval speed.
Does production start when I place the order?
No. Production timing begins only after Flawless receives final written artwork approval, and the project timeline is confirmed in writing at order.
Is an AI Designer image the same as a production proof?
No. An AI Designer render can help visualize an idea, but it is not an approved production proof and cannot authorize production.
Should I order extra custom awards for possible late recipients?
Flawless may advise ordering a few extra custom pieces when late additions are possible. The appropriate buffer depends on the project, and an extra custom piece cannot be guaranteed to arrive before an event if no inventory is available.