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Personalization proof approval captions and message templates

A personalized order needs a clear text check before production. Use these captions to explain your proof process publicly and the message templates to request a decision privately. Identify the proof version, repeat the text as entered, and ask the buyer to name any exact change.

For: Makers who ask buyers to check custom names, spelling, line breaks and placement before making a personalized item. Use it to: Help the buyer review one identified proof and send an unambiguous approval or correction through a private order channel.

A maker holds a paintbrush over two floral design sheets beside an unmarked ceramic mug on a studio table.

Replace square-bracketed fields with your own details before posting.

Copy-ready ideas

Captions to use or adapt

  • Explain the proof process publicly

    Ordering [personalized item]? We send a proof through [order channel] so you can check your entered text before [production step].

  • Explain the proof process publicly

    A quick proof checklist: spelling, letter case, line breaks and placement. Our process for [item] is here: [link].

  • Explain the proof process publicly

    Please check the exact name or message you enter for [item]. Your proof will show the text we plan to use.

  • Explain the proof process publicly

    For [item], the proof shows [what it actually shows]. Details not represented by the proof are explained here: [link].

  • Explain the proof process publicly

    A screen proof may show layout without reproducing the finished material’s color or texture. See the notes for [item].

  • Explain the proof process publicly

    We keep order-specific proof replies in [private order channel]. Please do not post names or order details in public comments.

  • Request a private decision

    Your proof [version] for [order reference] is ready: [private link]. Please check the text and placement before replying.

  • Request a private decision

    Text on proof [version]: “[exact text]”. Check spelling, accents and capital letters, then reply through [order channel].

  • Request a private decision

    For proof [version], please check these line breaks: [line one] / [line two]. Tell us if either line needs to change.

  • Request a private decision

    Please review the [front, back or other specified area] placement on proof [version] here: [private link].

  • Request a private decision

    If proof [version] matches your request, approve that version through [actual approval method].

  • Request a private decision

    If something needs to change, send the exact replacement text and where it belongs through [private channel].

  • Keep corrections specific

    Thanks for the correction. Please confirm the replacement spelling is “[exact replacement]” before we update the proof.

  • Keep corrections specific

    We received your request to change [specific element]. We will send a new identified proof for review through [order channel].

  • Keep corrections specific

    Your updated proof is [new version]. It replaces [old version]; please review the new version before deciding.

  • Keep corrections specific

    Does [new version] show the requested change at [named area]? Reply through [private channel] with approval or the exact correction.

  • Keep corrections specific

    To avoid mixing versions, please refer to [current proof version] in your next reply.

  • Keep corrections specific

    We need clarification on [specific text or placement point]. Which of [clearly described alternatives] matches your request?

  • Confirm the handoff to making

    We received approval for proof [version] through [order channel] on [date]. Your order record now names that version.

  • Confirm the handoff to making

    The approved text for [item] is recorded on proof [version]. Next step: [actual production step].

  • Confirm the handoff to making

    Your proof decision is still pending in [private channel]. The current order schedule is shown here: [private link].

  • Confirm the handoff to making

    Have a question after approving a proof? Contact [order support] so we can check the order’s current stage.

  • Confirm the handoff to making

    A new change request may affect the order’s next step. We will confirm what is possible before promising a change.

  • Confirm the handoff to making

    For the proof and making timetable that applies to [item], read the current order information here: [link].

The collection

Pick a moment, then make it yours

Fill in the details for your situation

Use this checklist to collect the details before you choose a caption. Keep any fields marked private in the appropriate private channel.

Private proof decision
Order: [reference]
Proof version: [version]
Exact text: [text]
Line breaks: [lines]
Placement: [area]
Proof link: [private link]
Decision: [approve this version / exact requested correction]
Reply through: [private order channel]

A quick note

Make it fit your situation

Keep the buyer’s name, message, order reference and proof link private.

Identify the exact proof version in every decision request.

Separate text accuracy and placement from material, color or texture that the proof may not reproduce.

Publish only the real approval method and current schedule. An unanswered message does not establish approval.

Record the approved version in the order record; do not use public caption text as the approval record.

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