Can this form be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and reliable record retention to meet the four-part e-signature legal test for U.S. transactions.

Do I need a notary or witnesses?

Not typically for standard order forms, but state law or contract terms may require notarization or witnesses for certain attachments. Remote online notarization (RON) may be accepted where permitted; verify notary and witness rules with the relevant state authority before relying on eNotary.

How should I format dates and quantities?

Use MM/DD/YYYY for all dates to avoid ambiguity and enter quantities as exact integers per SKU. For overrun allowances state explicit percentages (e.g., +/−5%). Consistent formatting prevents scheduling errors, billing disputes, and delays in production.

What if the artwork is incorrect?

If artwork fails production checks, vendor issues a proof and documents required changes. Unapproved or late corrections can incur setup, repro, and rush fees; record proof approvals and version numbers on the form to establish authorization and reduce reprint liability.

Can I submit the form online?

Yes. Online submission is common; accept PDF, DOCX, and high-resolution images. Use platforms that capture an audit trail, support attachments, and integrate with storage or ERP systems. Solutions such as signNow support these formats and common integrations for streamlined routing.

How do I correct a submitted form?

Submit a written change order or revised form with an updated version number and obtain signatures from authorized parties. For electronic submissions, invalidate previous document versions in the system audit trail and capture new signed approvals to maintain a clear record of changes.

Electronic Signature
Templates
Miscellaneous
Custom Printing Order Form

Custom Printing Order Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Custom Printing Order Form

This Custom Printing Order Form (the Agreement) is entered into by and between: Client Name: and Printer Name: . Effective Date:

RECITALS

WHEREAS, Client desires to procure certain custom printing services and finished printed materials as described in this Agreement; and

WHEREAS, Printer is duly qualified and experienced to perform the printing, finishing and related services and agrees to produce the ordered materials in accordance with the specifications, schedule, and payment terms set forth herein; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows.

SCOPE OF WORK

Printer shall provide custom printing, finishing, packaging and delivery of printed materials in accordance with the specifications and quantities listed below. Printer shall produce materials that conform to industry-standard print quality and to the agreed specifications.

Detailed Scope / Special Instructions

ORDER SPECIFICATIONS

Provide itemized specifications for each printed item. Include material, size, color, finish and unit pricing. Add additional lines as needed.

Item 1 — Description

Item 2 — Description

Item 3 — Description

Proofs

Proof required prior to production: Yes Proof format:

Proof Instructions Turnaround & Shipping

PAYMENT TERMS

Client agrees to pay Printer the following amounts and to adhere to the payment schedule. Prices reflect items, materials and services described above. All amounts are due in U.S. Dollars unless otherwise stated.

Total Order Amount Deposit / Prepayment Balance / Payment Schedule Late Payment

Late payments shall incur interest and fees as provided below. If any payment is not received within the time specified on an invoice, Client agrees to pay a late fee equal to: % per month of the unpaid balance, compounded monthly, with a minimum late fee of .

TERM AND TERMINATION

This Agreement commences on Start Date and continues until the completion of the Services or End Date, unless earlier terminated in accordance with this section.

Start Date: End Date:

Either party may terminate this Agreement for material breach by the other party if the breach remains uncured for a period of days after written notice. Upon termination, Client shall pay for all work performed and materials ordered up to the termination date.

CONFIDENTIALITY

Each party shall maintain in confidence all non-public information disclosed by the other party in connection with this Agreement that is identified as confidential or would reasonably be understood to be confidential. Confidential information shall not be used except for performing obligations under this Agreement and shall not be disclosed to third parties without prior written consent, except as required by law. Client materials provided to Printer remain Client’s property and shall be returned or destroyed upon written request.

Materials returned: Client requests return of original materials after production

WARRANTIES, LIMITATIONS AND INDEMNITY

Printer warrants that finished goods will materially conform to the agreed specifications. Except as expressly provided, Printer disclaims all other warranties, express or implied. Client shall indemnify and hold Printer harmless from claims arising from Client-supplied content, including but not limited to intellectual property infringement and defamation, except to the extent caused by Printer’s gross negligence or willful misconduct.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the state of , without regard to its conflicts of law principles. Any dispute arising under this Agreement shall be resolved in courts located in that state unless the parties unanimously agree otherwise in writing.

ENTIRE AGREEMENT

This Agreement, including any exhibits, attachments, purchase orders and approved proofs incorporated by reference, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether oral or written. Any modification to this Agreement must be in writing and signed by authorized representatives of both parties.

BILLING AND CONTACT INFORMATION

Billing Address (Client) Client Contact Printer Contact

ORDER ACKNOWLEDGEMENT

By signing below, Client acknowledges and accepts the specifications, pricing, payment terms, turnaround, and other terms of this Agreement. Printer acknowledges acceptance of the order subject to receipt of deposit and approved proofs where required.

Client Name:

By:

Date:

Printer Name:

By:

Date:

What the Custom Printing Order Form Is

Custom Printing Order Form is a structured document used to collect specifications, quantities, materials, and delivery details for custom print jobs. It standardizes requests from clients to printers, reducing ambiguity about colors, finishes, paper stock, proofs, and turnaround times. Typical sections capture requester identity, job reference numbers, artwork file references, quantity tiers, color and finishing options, shipping instructions, estimated costs, and approval signatures. Completed forms create a record for production and billing, help estimate lead times, and serve as the basis for change orders when specifications evolve during the project.

Why a Standardized Order Form Matters

Using a Custom Printing Order Form reduces miscommunication, shortens production lead times, and documents client approvals. It creates consistent inputs for estimating, invoicing, and quality control while providing a clear audit trail that supports dispute resolution and workflow automation.

Who Typically Completes the Form

Typical users include print buyers, marketing teams, in-house print shops, and external print vendors who manage custom production requests.

Marketing managers specifying campaign collateral, quantities, and delivery schedules for brand consistency.
Procurement or operations teams creating purchase records and cost approvals for recurring print orders.
Clients or account managers approving proofs, special finishes, and final sign-off for production runs.

Keep roles clear on the form to ensure signatures and approvals match internal authority and billing responsibility.

Core Sections to Include for Accurate Production

Core sections of a professional Custom Printing Order Form guide accurate production by collecting technical specs, scheduling, cost estimates, approvals, and file references for each job.

Job Details

Include project name, client contact, purchase order number, internal job ID, expected delivery date, and shipping address. Precise identifiers speed processing and reduce the risk of misdirected shipments or duplicate work.

Materials & Finishes

Specify paper stock, weight, color, coatings, lamination, binding, and die cuts. Where applicable, reference manufacturer SKUs or Pantone color codes to avoid interpretation errors during ink matching and finishing.

Artwork Files

List filenames, file formats (PDF/X-1a, EPS, TIFF), bleed and trim specifications, linked asset confirmation, and proof approval version. Provide web-accessible file links or attachment methods accepted by the vendor.

Quantities & Pricing

Record quantity tiers, unit pricing, setup or plate charges, and volume discounts. Indicate whether quotes include tax, shipping, or handling so final invoices match expectations and avoid disputes about hidden fees.

Proofing & Approval

Define proof types required (digital, hard-copy), number of proof cycles included, and approval workflow. Require explicit final sign-off name, title, and dated signature to authorize production start.

Delivery & Timeline

Provide target delivery date, expedited options, shipping carrier preferences, and recipient instructions. Include contingency instructions for delays and a contact for production exceptions to minimize downtime.

Required Form Fields at a Glance

Requester: Name, company, and contact

Job ID: Internal reference or PO number

Quantity: Exact counts per SKU or tier

Materials: Paper, weight, color, finish

Artwork: Filenames, formats, proof versions

Delivery: Address, carrier, requested date

Step-by-Step: Completing the Order Form

Follow these steps to complete and approve a Custom Printing Order Form accurately before production and invoicing.

01

Gather specifications: Collect sizes, materials, color codes, and quantities from requester.
02

Attach artwork: Include print-ready files and indicate proof version required.
03

Set pricing: Record unit price, setup fees, and tax treatment.
04

Approve and send: Obtain signature, date, and send to production team.

How the Submission and Production Workflow Operates

Typical workflow moves the completed order form from requester to estimator, proofing, approval, and production with recorded timestamps.

Upload: Sender uploads form and files to vendor portal.
Validate: Estimator checks specs and confirms producibility or flags issues.
Proof: Vendor issues proof for customer review and correction.
Produce: Approved jobs move to scheduling and production status.

Configure an Online Workflow for the Order Form

Configure your online order form workflow to collect files, route approvals, apply conditional fields, and trigger production notifications automatically.

Field	Configuration
File uploads	Allow PDF, JPG, TIFF; limit size
Conditional fields	Show finishing options only when selected
Approval routing	Route by role or dollar threshold
Notifications	Email and SMS alerts to approvers

Technical Requirements for Digital Submission

Digital submission works across common platforms; confirm supported file formats, integrations, and signer authentication before enabling eSubmission.

File formats: PDF, DOCX, PNG, TIFF accepted
Integrations: Connectors for CRM and storage
Authentication: Email, SMS code, or KBA

Common Preparation Mistakes to Avoid

Incomplete artwork files or incorrect color profiles causing production delays and unexpected rework, often requiring additional proofs and added setup fees.
Vague quantity or pricing entries that omit tiered pricing details lead to invoice disputes and renegotiation after production begins.
Missing delivery instructions or recipient contacts result in returned shipments, storage charges, and customer dissatisfaction with delayed fulfillment.
Failure to capture formal approval signatures, dates, and version numbers can invalidate authorization and cause liability for reprints.

Consequences of Incorrect or Incomplete Forms

Billing Disputes: Delayed payment or chargebacks

Production Delays: Missed delivery windows

Quality Issues: Reprint costs and penalties

Regulatory Risk: HIPAA exposure for PHI

Contract Breach: Damages and indemnity claims

Loss of Trust: Client churn and reputational harm

How This Form Differs from Related Documents

Compare related documents to decide when a Custom Printing Order Form is the appropriate contractual and production control document.

Document Type	Purpose	Signature Required	Typical Use
Custom Printing Order	specify job details		production and billing
Purchase Order	purchase commitment	often	procurement and finance
Estimate/Quote	cost proposal		pricing approval pre-order
Work Order	operational instruction		shop floor production
Creative Brief	design guidance		concept and art direction

Key Milestones from Request to Production

Typical milestone sequence tracks request, estimate, proofing, approval, scheduling, and production to provide visibility into each stage of job fulfillment.

01

Request Submitted

Form received and files uploaded; initial intake validation occurs.

02

Estimate Issued

Estimator sends quote with lead time and pricing tiers.

03

Proof Approval

Customer approves proof or requests revisions; timestamped sign-off required.

04

Production Start

Job scheduled, materials ordered, and production begins on approved date.

eSignature Pricing and Feature Comparison for Order Form Approvals

Pricing and feature comparison across common eSignature platforms to assess recurring costs and compliance features for electronic approvals on order forms.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, submitting, and resolving issues with a Custom Printing Order Form, including digital signing and corrections.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and reliable record retention to meet the four-part e-signature legal test for U.S. transactions.
Do I need a notary or witnesses?
Not typically for standard order forms, but state law or contract terms may require notarization or witnesses for certain attachments. Remote online notarization (RON) may be accepted where permitted; verify notary and witness rules with the relevant state authority before relying on eNotary.
How should I format dates and quantities?
Use MM/DD/YYYY for all dates to avoid ambiguity and enter quantities as exact integers per SKU. For overrun allowances state explicit percentages (e.g., +/−5%). Consistent formatting prevents scheduling errors, billing disputes, and delays in production.
What if the artwork is incorrect?
If artwork fails production checks, vendor issues a proof and documents required changes. Unapproved or late corrections can incur setup, repro, and rush fees; record proof approvals and version numbers on the form to establish authorization and reduce reprint liability.
Can I submit the form online?
Yes. Online submission is common; accept PDF, DOCX, and high-resolution images. Use platforms that capture an audit trail, support attachments, and integrate with storage or ERP systems. Solutions such as signNow support these formats and common integrations for streamlined routing.
How do I correct a submitted form?
Submit a written change order or revised form with an updated version number and obtain signatures from authorized parties. For electronic submissions, invalidate previous document versions in the system audit trail and capture new signed approvals to maintain a clear record of changes.

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