Fleet Graphics Proof Approval Record

A fleet graphics proof approval record connects one decision to one exact artwork version. Use it when the wording, layout and applicable vehicles have been reviewed and you need a clear record of what was approved, what still needs correction and who can release the work. This page provides the fields, a worked example and a downloadable working record. It covers the individual proof decision; the wider graphics management process controls who reviews the program and how later changes are handled.

Ellery Fire Systems van and side-view proof, fictional approval planning concept

Original fictional commercial planning concept; not a completed customer installation.

Identify the proof before recording a decision

Write the project reference, supplier, proof reference and revision date at the top of the record. Include the applicable vehicle body or body family and the unit references the proof is intended to cover. A release attached only to “the van design” is ambiguous when the program includes two roof heights, several rear-door arrangements or more than one contact number.

Use the actual supplier reference when one exists. If your internal file name differs, record both references and preserve the connection. Keep the approved proof with the decision record. A standalone approval note cannot explain the decision later if the underlying artwork has been replaced by another attachment with the same name.

Check the information the buyer owns

Verify the exact business name, service wording, telephone number, web address and any supplied unit identification. Read numbers character by character against an approved source. Ask the responsible brand owner to confirm which logo and wording are current. Do not infer business information from an attractive concept illustration or an old vehicle photograph.

Keep the review tied to the intended equipment. Check that the body, doors, racks and major hardware shown in the proof correspond to the current project record. When a measurement or physical feature remains uncertain, record the uncertainty and ask for the relevant survey or clarification instead of treating the rendering as proof of the actual dimension.

Record a clear decision status

Use a status that tells the next person what can happen: approved version identified, changes requested, or information needed. Describe the exact scope of a limited approval. If the business wording is approved but the rear-door layout is still under review, say so explicitly rather than marking the complete vehicle artwork approved.

The downloadable record gives you a place to write the decision, but it does not automatically send a release to Pelican Wraps or another supplier. Follow the agreed project communication process and obtain acknowledgment where appropriate. Your internal record and the actual supplier instruction should refer to the same version and applicable units.

Make correction requests specific enough to verify

List corrections by view and item. “Passenger side: replace the old service phone number with the approved number in the contact sheet” is more useful than “fix the details.” Identify the authoritative source for each changed detail. Avoid asking the supplier to choose between conflicting numbers found in different company documents.

When a new proof arrives, review the requested corrections and the rest of the affected layout. Record the new reference and date. Keep the earlier proof as superseded history. Do not attach a final approval to a previous revision simply because the new one appears similar at a glance.

Use an example that separates approval from open conditions

In a fictional Ellery Fire Systems program, the project owner records proof EFS-VAN-R3 for units WEST-21 and WEST-22. The side and rear wording are approved, but the team asks for confirmation of a door-track clearance on WEST-22. The decision record therefore states that the artwork review is incomplete for that unit until the clearance question is resolved.

After the supplier supplies the relevant clarification and a revised proof, the owner records EFS-VAN-R4 and the final decision. The earlier note remains in the file. This example illustrates traceability only; it does not represent a customer project, an installation result or a claim that a particular clearance is suitable without reviewing the actual vehicle.

Separate artwork approval from other project releases

An artwork decision does not by itself confirm vehicle condition, purchasing approval, payment arrangements or an installation appointment. Keep those records connected to the project while stating their separate status. This prevents a supplier or driver from interpreting a narrow wording approval as confirmation that the vehicle can be delivered immediately.

If your organization uses a purchase order or a formal release process, identify the relevant reference without rewriting its terms in this worksheet. Ask the supplier how the artwork decision fits the agreed production workflow. Resolve any inconsistency before release rather than relying on an internal checklist to change the actual project agreement.

Archive the released version so reorders start correctly

Save the approved proof, decision record and applicable unit list together. Label earlier revisions as superseded. Identify whether the released artwork covers one body or several documented adaptations. When another vehicle enters the fleet, use this record as the starting point and verify the new equipment before reusing the layout.

Record who maintains the archive and who can authorize later changes. If the phone number or service wording changes, create a new decision record rather than silently replacing the original file. The history helps distinguish a deliberate brand update from a production error or a body-specific exception.

Prepare the next commercial step

Use the form below to draft your record, then download it before leaving the page. Supply the actual proof reference and decision owner rather than using the fictional example. Retain the underlying artwork through your normal project files and send the decision through the supplier’s agreed channel.

If you are starting a Pelican Wraps project, first send the actual vehicle photographs, quantities, desired coverage, available brand files and timing constraints through the quote process. If you already have a project underway, identify its reference when discussing a proof. A clear approval record supports the work after scope review; it is not a substitute for defining that scope.

Draft and Download Your Working Record

Draft your entry, then download a copy before leaving. Send any project decision through the communication process agreed with your supplier.

Frequently Asked Questions

It records the stated artwork decision for an identified proof version and applicable vehicles. Define any limited approval explicitly. Do not assume that approving wording also confirms vehicle condition, purchasing authority or an installation appointment.

Use the supplier’s exact reference and revision date where available. Add your internal reference if needed, keeping both connected to the same file. Preserve the artwork with the decision so the approved version can be identified later.

It can identify several units when the project review establishes the applicable layout and equipment. List those units or a controlled unit-list reference. Do not assume vehicles match solely because their model names look similar.

State exactly which view or information is approved and which item remains open. Use a status that prevents the incomplete portion from being mistaken for a final release. Ask the supplier how it needs that distinction communicated.

Identify the view, the incorrect item, the requested correction and the approved source for replacement information. A specific request can be checked against the next proof. Avoid broad comments that require the supplier to guess your intended change.

Keep them in a clearly labeled archive under your organization’s normal file policy. The current approved version should be easy to find, while earlier decisions remain traceable. Do not leave several conflicting files all labeled final.

No. It creates a working text record for you to download. Send the actual decision through the project communication process agreed with the supplier and identify the relevant proof. Downloading the form does not release production.

Use the person who has the applicable approval authority in your organization. Reviewers may supply brand or equipment input, but the release owner should resolve comments and identify the final decision for the exact version.

Notify the supplier promptly, identify the affected proof and units, and ask what work has already occurred. Record any revised approval and agreed scope or timing implications. Do not silently replace the approved contact sheet.

A screen view should not be treated as a physical color approval by itself. Identify the relevant color review arrangement with the supplier and record any sample reference separately. Keep artwork content and color decisions clear.

Use it to locate the approved version, then confirm the actual vehicle, panel and current condition. A replacement request still needs its own scope review. Do not assume an old proof establishes a perfect match to aged installed graphics.

Send current photographs, the vehicle list, desired coverage, available logo files and timing constraints. Identify the approval contact and open questions. Those details allow the quote conversation to address the actual project before a proof release is needed.

Take the Next Step with a Clear Project Brief

Continue with the resource that matches your next decision:

Send the actual vehicle or surface photographs, quantities, approved brand files, requested coverage and timing constraints. Identify open questions so the project review can address your equipment and business needs.