Approval can become separated from the file that is eventually sent to print. An editor may make one last correction and export a different page selection, leaving the team with an accepted proof and an unreviewed delivery. A release checklist closes that gap by naming the exact output rather than repeating a vague instruction to double-check everything.
01
Write checks with observable answers
Replace broad questions such as is it correct with specific checks: expected number of pages, current product references and intended finished dimensions. A useful checklist points at evidence. Avoid a long list of reassuring boxes that can be ticked without opening the export or comparing it with the approved proof.
For an illustrative balm collection, the release contains a front and lid for each of three variants. The expected total and page identities should be stated explicitly. Six pages is necessary for that job, but it is not sufficient if the export contains two fronts for one variant and omits another.
02
Separate content and production acceptance
Identify who approves wording and who confirms the printer’s technical requirements. A business owner can accept a product name while a supplier still needs to resolve the file setup. Do not collapse both decisions into a single status called approved when one party has not reviewed the part they are responsible for.
Canva’s download guidance distinguishes output formats and available settings. Record the settings actually selected for the agreed job rather than copying a universal preset into every checklist. Account features and printer requirements can differ, so the file should be checked against its specific destination and purpose.
| Review item | What to record |
|---|---|
| Content | Named accepted pages |
| Output | Actual file and chosen settings |
| Release | Responsible checks completed |
03
Inspect the exported output directly
Open the downloaded file and compare its first, last and every named production page with the release record. Read the longest name and any recently changed text. Check that reference pages or rejected alternatives have not been included accidentally. The editable design being correct does not prove the selected export is complete.
Use a second-person check where practical for the final file identity. Ask the reviewer to name the file they inspected, not just say the artwork looks good. If a correction changes the output, create a new revision and repeat the affected release checks rather than reusing the old completed record unchanged.
04
Keep the released file stable
Once accepted, put the identified output in the agreed delivery location and keep later working edits separate. Include the relevant job reference in the handoff message. A recipient should not have to select the newest-looking attachment from several files that all use the word final in their names.
Retain the release record beside the accepted export and editable source. This is a practical traceability aid, not a claim of formal certification. A digital template provides editable artwork; the release checklist helps your business confirm which adapted version it is choosing to send for the actual printing order.
BEFORE YOUR NEXT STEP
Your practical checklist
- Use observable checks.
- Separate approval responsibilities.
- Inspect the downloaded output.
- Keep the released file identifiable.
Questions & answers
Does an approved editor page prove the export is correct?+
No. The page selection, format and resulting file can differ. Open and inspect the actual output.
Do I repeat every check after one correction?+
Repeat the checks affected by the change and confirm the identity of the new output. Do not reuse a completion record for a different file.
Sources & further reading
Official references for the technical points in this guide. Check current specifications before production.
