What file formats are acceptable

Submit print-ready PDF/X files when possible. PDFs preserve layout, fonts, and color profiles and reduce the risk of missing assets; include native files only when layout edits are required.

Can I sign digitally or must I sign physically

Electronic signatures are legally valid under ESIGN (15 U.S.C. ch. 96) and UETA in applicable states for most commercial approvals; exceptions apply for wills and certain court filings.

How do I avoid color shifts

Provide an ICC profile or use standard profiles (e.g., ISO Coated v2) and specify Pantone spot colors where exact matching is required; request a physical proof for critical branding elements.

What happens if quantities change after approval

Document change orders promptly; vendor may charge for setup adjustments or additional runs. Use the form to capture authorization, new PO, and any revised delivery instructions.

Are remote notarizations accepted

Remote online notarization (RON) is permitted in many states with identity proofing and audio-video recording; confirm state rules and vendor capabilities before relying on a RON signature.

How long should I retain completed forms

Keep forms for at least three years after completion for tax and financial records; industry or state rules may require longer retention (see HIPAA and IRS guidance).

Electronic Signature
Templates
Miscellaneous
Printing Information Form

Printing Information Form

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

Printing Information Form

Parties and Primary Contacts

Client Name Client Contact Client Address

Client Email

Client Phone

Printer / Vendor Name Printer Contact Printer Address

Printer Email

Printer Phone

Recitals

WHEREAS, Client requires printing and related production services for the project described as (the "Work"); and

WHEREAS, Printer represents that it has the expertise, equipment, and personnel to perform the Work in accordance with the specifications and schedule set forth in this form; and

WHEREAS, the parties desire to set forth the obligations, delivery requirements, payment terms, and other terms governing the printing engagement.

Scope of Work

The Printer shall perform the Work as described below. The Work shall include all prepress, printing, finishing, packing, and delivery unless otherwise specified.

Detailed Scope

Job Specifications

Job Number

Quantity

Final Trim Size Paper Stock

Color Requirements:

Full color (CMYK) Spot color Black & white

Finishing Instructions

Proofs and Files:

Digital proof required Hard proof required

File Formats Provided Delivery Instructions

Change Orders and Approvals

Any change to the Scope of Work shall be documented by a written change order signed by authorized representatives of both parties. Change orders shall state any adjustments to price, schedule, or materials.

Change Order Procedure

Payment Terms

Client shall pay Printer the Total Price set forth below in accordance with the schedule indicated. All amounts are in U.S. dollars. Unless otherwise noted, taxes, shipping, and any required permits shall be additional and borne by Client.

Total Price

Deposit Required

Deposit Due Date Balance Due Late Fee Payment Schedule or Milestones

Term and Termination

This agreement begins on and shall continue until unless earlier terminated as provided below.

Either party may terminate this agreement for material breach if the breach is not cured within days after written notice. Client may cancel the Work prior to commencement subject to reasonable cancellation charges to cover costs incurred by Printer.

Cancellation Fee (if applicable)

Confidentiality

Each party shall keep confidential all nonpublic information disclosed by the other party relating to pricing, artwork, trade secrets, customer lists, and production methods. Confidential information shall not be used except to perform obligations under this agreement and shall not be disclosed to third parties without prior written consent, except as required by law.

Warranties, IP, and Indemnity

Printer warrants that the Work will conform to the agreed specifications and, for a period of 30 days after delivery, will be free from defects in workmanship. Client warrants that it has the rights to use all artwork and materials supplied to Printer and will indemnify Printer for claims arising from infringement. To the extent permitted by law, Printer's liability shall be limited to replacement or reprinting of the nonconforming Work or refund of amounts paid with respect to that Work.

Governing Law; Entire Agreement

This agreement shall be governed by and construed in accordance with the laws of the jurisdiction specified by the parties. The parties agree that any dispute arising out of this agreement shall be resolved in courts located in that jurisdiction.

This printed form, together with any executed change orders and attachments expressly incorporated herein, constitutes the entire agreement between Client and Printer with respect to the Work and supersedes all prior negotiations, representations, or agreements, whether written or oral.

Additional Administrative Details

Purchase Order Number Billing Contact Special Instructions / Notes

Client Printed Name:

By:

Date:

Printer Printed Name:

By:

Date:

What the Printing Information Form Is and when it’s used

A Printing Information Form collects technical and administrative details needed to prepare a print job, including document files, paper stock, dimensions, color settings, quantity, finishing instructions, billing details, and delivery or pickup preferences. Organizations use it to reduce errors, standardize vendor handoffs, and record approvals before production. The form can be a standalone order, an exhibit to a purchase order or contract, or part of a larger print authorization workflow for marketing, packaging, or regulated materials that require tracking and audit history.

Why a clear Printing Information Form matters

A complete form reduces rework, controls costs, and documents approvals for compliance or dispute resolution. Standardized fields clarify expectations between requestors and print suppliers and create a record suitable for audit, billing, and retention.

Who typically completes or authorizes this form

Departments and roles that prepare print orders vary by organization; typically marketing, procurement, operations, and external print vendors are involved.

Marketing teams submitting campaign collateral with precise color and finishing specifications to external printers.
Procurement or purchasing agents coordinating vendor selection, pricing terms, and billing instructions for large print runs.
Production managers or vendor operators confirming technical file requirements, proofs, and delivery schedules before press setup.

Routing and signature fields should match internal approval hierarchies so the person approving the work is accountable and contact details are recorded for problem resolution.

Essential sections to include on a professional form

A robust Printing Information Form groups request details, technical specs, approvals, billing, delivery, and supporting assets so vendors can produce work without follow-up.

Request Summary

Short project name and description plus requested completion date; provides context and links to purchase order or job number for accounting and tracking.

File Attachments

List and attach source files (PDF/X preferred), include bleed, crop marks, fonts used, and proof instructions; specify which file version is final to avoid versioning errors.

Material & Size

Paper stock, weight, coating, and finished dimensions including unit of measure; specify die-cut or specialty substrates to surface cost and setup implications.

Color & Proofing

Process or spot colors, Pantone numbers, color profile (e.g., ISO Coated v2), and whether a physical or PDF proof is required before production.

Quantity & Finishing

Exact quantity, per-up instructions, folding, binding, laminating, trimming, or stapling details; indicate acceptable tolerance levels for print runs.

Billing & Delivery

Bill-to account, purchase order number, shipping address, preferred carrier, and delivery window with contact for receiving and inspection.

Required data elements at a glance

Job ID: Unique job reference

Requester: Full name and contact

Account/Billing: PO number or account code

Files: Final approved files

Due Date: Requested delivery date

Signatures: Approver name and date

Step-by-step: completing the Printing Information Form

Follow these sequential steps to prepare a complete, production-ready request that minimizes delays and additional costs.

01

Prepare files: Export press-ready PDF/X files with bleed and crop marks
02

Specify materials: Choose paper, weight, and finish with SKU if available
03

Set quantities: Enter exact quantities and acceptable tolerance
04

Approve and route: Collect signatures, attach PO, and send to supplier

How to configure an online print request workflow

Map each form field to a workflow step so approvals, proofs, and production handoffs proceed automatically.

Field	Workflow action
File Upload	Trigger virus scan and attach to job record
Approver	Route to named approver for sign-off
Proof Requested	Send PDF proof for approval
Production Start	Release order to vendor after approval

Typical routing from request to press

This simplified flow shows how a completed form moves from requester through validation to the printer and delivery.

Request Submission: Requester completes and submits the form
Validation: Production or vendor checks files and materials
Proofing: Digital or hard-copy proof approved by requester
Production & Delivery: Printer runs job and ships per instructions

Digital and file-format considerations for eSubmission

Ensure files and signatures meet platform requirements before sending to avoid rejects and re-uploads.

File Types: PDF, PDF/X, DOCX
Max Size: Per-file limit set by vendor
Integrations: Supports Google Drive, Box, NetSuite

Confirm the receiving system supports your chosen file formats and authentication method; use a compliant eSignature provider if signatures or approvals require audit trails and retention.

Common timeline targets and production lead times

Set realistic dates on the form to align scheduling, proofing, and shipping with internal deadlines and vendor capacity.

Standard Turnaround:

3–7 business days for routine digital print jobs

Rush Orders:

24–48 hours; expect rush fees

Proofing Window:

Allow 24–48 hours to review and approve proofs

Shipping Time:

Depends on carrier and destination

Approval Deadline:

Finalize proofs before scheduled press date

Common mistakes that cause delays or added cost

Uploading non–print-ready files (missing bleed, embedded fonts) that require rework and delay production.
Omitting a purchase order or incorrect billing codes that hold invoices and shipments until clarified.
Failing to specify color profile or Pantone values, causing unexpected color shifts between soft and press proofs.
Not allowing adequate proofing time, leading to errors discovered post-press and costly reprints.

Risks and potential consequences of incorrect or incomplete forms

Reprint Costs: Extra expense

Schedule Delays: Missed delivery windows

Invoice Holds: Billing disputes

Quality Issues: Incorrect materials or colors

Regulatory Risk: Noncompliance for regulated content

Contract Disputes: Potential legal action

eSignature vendor comparison for processing and approving forms

Compare starting costs and common plan capabilities for eSignature vendors that organizations use to approve and archive Printing Information 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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions and common troubleshooting

Answers to common questions about completing, approving, and submitting the Printing Information Form.

Need help? Contact support

What file formats are acceptable
Submit print-ready PDF/X files when possible. PDFs preserve layout, fonts, and color profiles and reduce the risk of missing assets; include native files only when layout edits are required.
Can I sign digitally or must I sign physically
Electronic signatures are legally valid under ESIGN (15 U.S.C. ch. 96) and UETA in applicable states for most commercial approvals; exceptions apply for wills and certain court filings.
How do I avoid color shifts
Provide an ICC profile or use standard profiles (e.g., ISO Coated v2) and specify Pantone spot colors where exact matching is required; request a physical proof for critical branding elements.
What happens if quantities change after approval
Document change orders promptly; vendor may charge for setup adjustments or additional runs. Use the form to capture authorization, new PO, and any revised delivery instructions.
Are remote notarizations accepted
Remote online notarization (RON) is permitted in many states with identity proofing and audio-video recording; confirm state rules and vendor capabilities before relying on a RON signature.
How long should I retain completed forms
Keep forms for at least three years after completion for tax and financial records; industry or state rules may require longer retention (see HIPAA and IRS guidance).

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