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Print Order Form

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PRINT ORDER FORM

RECITALS

THIS PRINT ORDER AND SERVICE AGREEMENT (the Agreement) is entered into between Client Name: and Printer Name: .

WHEREAS, Client requires printing, finishing and delivery services for printed materials described herein; and

WHEREAS, Printer represents that it has the skill, equipment and personnel necessary to perform the requested printing services under the terms set forth below.

SCOPE OF WORK

ORDER DETAILS

Item 1

Item 2

Item 3

TOTALS

PRODUCTION SPECIFICATIONS

Full color Spot color Black & white

PAYMENT TERMS

Client agrees to pay Total Amount Due as set forth above. A non-refundable deposit of is due upon execution of this Order. Remaining balance shall be paid according to the following schedule:

Late payments shall accrue interest at a rate of of the outstanding balance, or the highest rate permitted by law, whichever is lower. Client is responsible for reasonable collection costs and attorney fees incurred in enforcing payment.

TERM AND TERMINATION

This Agreement commences on the Start Date: and shall continue until completion or the End Date: , unless earlier terminated pursuant to this section.

Either party may terminate for material breach if the breaching party fails to cure within days after written notice. Termination does not relieve Client of obligation to pay for Work performed or costs incurred prior to termination.

CONFIDENTIALITY

Each party shall keep confidential all Non-Public Information disclosed by the other party in connection with this Order. Non-Public Information includes artwork, design files, pricing, customer lists and business operations. Confidential information shall not be disclosed except to employees, subcontractors or agents who have a need-to-know and are bound to confidentiality obligations no less protective than those herein. The obligations in this section survive termination for a period of three (3) years.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles.

ENTIRE AGREEMENT

This document, together with any attached specifications, proofs and purchase orders expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior discussions, proposals and agreements. Amendments must be in writing and signed by authorized representatives of both parties.

SHIPPING & BILLING

PROOFS & CUSTOMER APPROVAL

Proof required prior to production: Yes No

Client's approval of proofs constitutes final acceptance of layout, color, copy and cropping. Any changes requested after approval may incur additional charges and may alter delivery schedule.

SIGNATURES

Client Name:

By:

Date:

Printer Name:

By:

Date:

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What a Print Order Form Is and when it’s used

A Print Order Form is a standardized document used to request production of printed materials, capture specifications, and record approvals. It typically records customer information, itemized line descriptions, quantities, materials, finishes, artwork files, delivery instructions, billing terms, and proof-approval choices. Organizations use print order forms to reduce miscommunication between sales, design, and production teams, and to create an auditable record of client approvals before printing begins.

Why a clear Print Order Form matters

A well-prepared form reduces production errors, clarifies responsibility for artwork and approvals, and creates a record useful for billing, dispute resolution, and retention compliance. Forms that include proofing checkpoints and precise specifications shorten production cycles and limit reprints.

Why a clear Print Order Form matters

Who typically completes or signs a Print Order Form

Different roles interact with print orders depending on company size; the form bridges sales, creative, production, and clients.

  • Print shop staff and production managers: create estimates, confirm materials, set production schedules, and assign job numbers.
  • Procurement and accounts payable teams: verify billing details, approve budgets, and track vendor invoices against the order.
  • Clients and project owners: provide artwork, approve proofs, accept terms, and confirm delivery instructions prior to production.

Accurate role assignment and clear signer fields reduce delays and prevent disputes during the production lifecycle.

Step-by-step: completing a Print Order Form

Follow these sequential steps to prepare, approve, and submit an order ready for production.

  • 01
    Prepare Order: Enter contact, PO, item specs, and attach artwork.
  • 02
    Request Proof: Set proof type and expected review deadline.
  • 03
    Obtain Approval: Client signs or e-signs the proof and checks approvals.
  • 04
    Submit to Production: Confirm payment terms and release file to the press.

Configuring an online print-order workflow

Map fields, routing, and approvals so orders flow automatically from intake to production.

Field Configuration
Order Numbering Auto-generate sequential job IDs on submit.
Conditional Proofing Show proof fields only when checkbox is selected.
Artwork Upload Require PDF/X or vector formats and max file size.
Approval Routing Route to client then production after signed approval.

Typical digital flow from order to print

A streamlined digital flow reduces manual handoffs and speeds turnaround.

  • Submit Order: Customer or rep fills form and uploads files.
  • Proofing: Designer generates proof and marks recommended changes.
  • Client Approval: Client reviews and signs proof, authorizing production.
  • Production Release: Approved files and notes are released to press.

Platform requirements and common integrations

Ensure your e-sign and document platform supports the file types, integrations, and security needed for print workflows.

  • File Types: PDF, DOCX, AI, EPS supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS, or stronger MFA

Integrations with CRM and ERP systems reduce duplicate entry; platforms that accept PDF/X and preserve color profiles support higher-quality output and fewer prepress corrections.

Essential sections to include on a professional Print Order Form

Include these six components to make the form complete, auditable, and production-ready.

Order Header

Job number, order date, and requester contact so production and accounting can reference a single unique identifier for billing and tracking purposes.

Itemized Lines

Individual line items with quantities, unit pricing, material, dimensions, and finishes to prevent ambiguity and allow correct pricing and inventory checks.

Artwork & Files

Clear upload instructions, accepted formats, and color profile requirements to minimize prepress adjustments and reduce repro work.

Proofing Instructions

Specify proof type, required changes, and approval deadline so production waits for signed acceptance before release.

Delivery & Billing

Delivery address, contact, requested delivery window, and billing terms to avoid failed deliveries and reconcile invoices quickly.

Approvals

Designated signature blocks, approver names, and dates that create an auditable acceptance record before production begins.

Security and compliance elements to include

Encryption: TLS 1.2/1.3
Data at rest: AES-256
Audit trail: Timestamped event log
HIPAA options: BAA available
Access control: Role-based permissions
Certifications: SOC 2, ISO 27001

Common errors that delay print orders

  • Missing or unclear artwork specifications (color profile, bleed, trim) that force prepress to request clarifications and add lead time.
  • Incorrect quantity or unit measurements leading to overprints or shortages and added rework costs for the vendor and client.
  • Failure to approve proofs in writing or via signed electronic approval, which can result in production of unapproved versions.
  • Using low-resolution images or wrong file formats that require conversion and can degrade print quality, prompting reprints.

Risks and consequences of incorrect or incomplete forms

Production Delays: Lost revenue
Reprint Costs: Additional vendor charges
Delivery Failures: Missed deadlines
Copyright Risk: Legal exposure
Billing Disputes: Invoice rejections
Data Exposure: Customer data breach

Typical timing and deadlines to include on the form

Set explicit cutoffs and lead times so requesters and production share the same expectations.

Submission Cutoff:

Final file received by 5:00 PM local time for inclusion in next production batch.

Proof Approval Deadline:

Client must approve proofs within 48–72 hours to avoid schedule shifts.

Standard Lead Time:

Allow at least 5–10 business days for common runs unless rush service is requested.

Rush Fee Window:

Orders requiring same-week production may incur a rush fee if approved within 48 hours.

Delivery Window:

Specify expected carrier delivery days and who bears shipping costs.

Comparing eSignature options for signing Print Order Forms

Select an eSignature vendor that meets security, compliance, and workflow needs; signNow appears first for neutral comparison against common competitors.

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 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

FAQs and troubleshooting for Print Order Forms and e-submission

Answers to common questions about e-signing, approvals, file formats, and legal validity to help you avoid delays and compliance issues.


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