Artwork, Mockups & Proof Approval: What to Send (and What to Check)

Custom merchandise only looks "easy" when the artwork process is smooth.

This page is for:

  • marketers who need brand-accurate results for events and campaigns
  • HR teams shipping onboarding kits and recognition items
  • anyone who wants fewer proof cycles and less risk

PromotionalProducts.com emphasizes accuracy, on-time delivery, and support, with free-support positioning and kit services noted in their site content.

What is a proof (and why does it matter)?

A proof (also called a mockup) is the pre-production preview showing:

  • logo placement
  • imprint size
  • imprint colors (as represented)
  • key notes about decoration method or constraints

A proof exists to prevent avoidable mistakes before production.

What file type do you need for a logo?

What is a vector file?

A vector file is a graphic built from mathematical shapes/paths instead of pixels, so it stays sharp at any size. Adobe explains that vectors can be scaled up or down without getting pixelated.

Common vector file types

  • AI
  • EPS
  • SVG
  • PDF (vector)

What is a raster file?

A raster file is pixel-based (JPG/PNG). Raster can work for some uses, but can look blurry if scaled too large.

When raster might be acceptable

  • small imprint areas
  • simple one-color marks
  • high-resolution source files

Best practice: If it's your main brand logo, send vector when possible.

What is PMS color (Pantone)?

"PMS" typically refers to the Pantone Matching System, used as a standardized way to reference specific colors for printing/manufacturing.

Important note: Screen colors and printed colors can look different across materials and methods. PMS is a communication tool—especially useful when brand color accuracy matters.

How to approve a proof (step-by-step)

How to review a proof quickly and accurately

  1. Check logo placement
    Is it centered? Is it on the correct side/panel?
  2. Check imprint size
    Make sure it's proportional to the product and readable.
  3. Confirm colors
    If you care about a specific brand color, call out PMS numbers (when applicable).
  4. Confirm spelling and punctuation
    Especially for tagline text, URLs, or event names.
  5. Confirm decoration method assumptions
    For example, embroidery may not reproduce tiny details the same way screen printing does.
  6. Check quantity + variants
    Sizes, colorways, kit tiers, etc.
  7. Approve (or request changes) with clarity
    If you request changes, list them in bullets so the next proof cycle is faster.

Proof approval and lead time: why speed matters

When timelines are tight, proof approval speed is often the #1 controllable lever you have.

If you need rush, decide internally:

  • who can approve proofs
  • how quickly (same day vs. "within 24 hours")
  • what "acceptable" looks like before the proof arrives

PromotionalProducts.com promotes rush service options for eligible items.

FAQs about artwork and proofs

Not always, but it's strongly recommended for logos—especially if you want crisp edges and consistent reproduction across products.

Send the highest-resolution version you have and ask if it's sufficient for your chosen item. If it's not, you may need a vector conversion.

Screens vary. Use PMS references (if relevant) and ask how the method/material affects appearance. For critical color needs, confirm expectations before production.

Yes. Proofs are often the gate to production. If your team is slow to approve, a rush timeline can become unrealistic quickly.

Many orders can be approved in 1–2 rounds when the first submission is clean (vector logo, clear instructions).

Approving without checking:

  • spelling
  • logo size proportionality
  • correct product color / variation
  • correct placement (especially on apparel)

  • Mockup/proof: digital preview.
  • Production sample: a physical sample (often adds time and cost).

For tight timelines, digital proofs are the fastest checkpoint.

Yes—method affects fine details, gradients, and texture.

See: Imprint Methods

Related terms (mini-glossary)

  • Vector file: scalable logo format
  • Raster file: pixel-based image
  • PMS color: standardized color reference
  • Proof: pre-production preview
  • Imprint area: maximum decoration space

Want faster proofs?

If you want the fastest proof turnaround, send:

  • vector logo
  • PMS colors (if needed)
  • clear placement notes
  • deadline (in-hands date).
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