A business stamp approval process helps colleagues agree the wording, logo, impression size and product before an order is placed. Keep the review proportionate to the job and use your organisation's own rules for who can approve the design and use the finished stamp.
Separate design review from authority to use a stamp
Reviewing artwork means checking what will be printed. Deciding who can apply an approval, signature or certification mark is a separate business responsibility. A physical stamp prints the chosen wording; the impression itself does not confer authority or authenticate a document.
If a stamp is used within a regulated or contractual process, the relevant procedure determines who may use it and what records are needed. This guide describes an order-review checklist, rather than a compliance standard.
Agree the requirements before designing
- Confirm the exact wording and current logo version.
- Choose the impression dimensions and intended material.
- Identify who will check the artwork and who will place the order.
- Record the quantity, delivery address and any deadline.
Use the logo stamp buying guide to compare products. Text capacity depends on the model, font and layout.
A practical review route
| Stage | Suggested check |
|---|---|
| Prepare | Collect the final wording, original artwork and selected product. |
| Review | Check the personaliser visual against the agreed requirements. |
| Resolve questions | Ask for artwork advice or a separate manual proof if needed. |
| Confirm the order | Check quantity, options, address and checkout total with the nominated order owner. |
| Receive and test | Check the finished impression and keep the order reference. |
What to check in the visual
Stamp Design 4U customers see a visual inside the personaliser. Check spelling, digits, complete wording, logo version, alignment and spacing. Refer to the product's impression size because screen zoom can change its apparent dimensions. The personaliser preview checklist provides the detailed checks.
Upload SVG, PNG or JPG/JPEG artwork in the online personaliser and check the preview before ordering. PDF upload is not currently supported in the online personaliser. If you only have a PDF, contact us before ordering. Read the artwork upload guide before preparing a new file.
When to request a manual proof
A separate manual proof is available on request. It may help when several colleagues need to review a design, or when small lettering and a detailed layout need advice. State the selected product, intended impression size and the questions you want reviewed. Do not assume a separate proof is automatically sent for every order.
Keep a simple record of the agreed design
Retain the original artwork, agreed wording, product and impression size, review notes and order reference in the location your business uses for purchasing records. If the logo or wording changes later, check the new requirements before repeating an old order. Record keeping and access to the physical stamp should follow your own business procedures.
Delivery and received-order checks
Ask about stock and despatch if your order has a firm deadline. The midday despatch cut-off is an aim, rather than a guarantee. Tracking is added to the order on despatch. See the delivery policy for services and restrictions.
When the stamp arrives, test an impression on suitable scrap material and compare the wording with the agreed design. Contact us about missing orders or errors; free-of-charge replacements are provided for these.
Frequently asked questions
Who should approve the design?
Your organisation decides who checks the wording and artwork and who authorises the purchase. These may be different people.
Is a manual proof required for every order?
No. The personaliser supplies a visual; separate manual proofs are on request.
Does an “Approved” stamp prove authorisation?
It applies the selected mark. Authority to approve and the supporting records come from the relevant process, rather than the stamp alone.
For artwork help or a separate manual proof, call 01695 769113.