What to send first
Include the latest artwork, finished size, printed sides and quantity of each version. Note folding, binding, numbering or assembly. Say whether the artwork is ready for approval or still needs changes.
If the order replaces a previous job, provide its reference and explain what has changed. An old file may help identify the format, but dates and contact details still need checking.
Decide what can change
Identify the essential use. A presentation may need a readable handout before it needs a special cover; an event may need a smaller first quantity while a later distribution can wait. Tell the team which alternatives would still work.
Availability and the current quote determine the possible option. A rush request doesn’t establish a fixed price tier, automatic priority, nonprofit discount or guaranteed turnaround.
Keep one approval contact available
Name the person who can resolve questions and approve the proof. Collect corrections into one response and clearly identify the approved version. Delayed or conflicting approvals can change what remains possible.
Check names, dates, page order and quantities on the proof. Urgency makes those checks more important, not less.
Confirm collection or delivery
Establish the handover point, packing needs and the person receiving the order. Confirm completion before traveling. Allow time for traffic, inspection and moving the material into the venue.
If delivery or an outside production step is involved, confirm who handles it and what the quote includes. A local shop address doesn’t establish a particular courier route or travel time.
Make the next order easier
Keep the specification and order reference after the event. Note what ran short and what could have been prepared earlier. Use the record to plan replenishment without assuming a standing production slot or price.
Use Forest’s current contact details to discuss availability, or send the urgent job specification with the required handover time.