Packaging approval is usually a series of small decisions made by different people: an artwork update, a material choice, a barcode change, a vendor proof. This template turns them into a single release decision, so nobody has to guess what version is heading to print.
Attach the exact proof under review, the release number, the decision owners, the key facts, and any items deliberately deferred to a later run.
The release header
Start each approval package with the details that identify exactly what is being released. This makes the decision useful to the factory, fulfilment partner, retail team, and future you.
- Product name, SKU, packaging type, release version, date, and owner
- Print supplier or packaging partner, MOQ, expected proof date, and production date
- Where the package will be used: DTC, retail, distributor, marketplace, or all channels
Approval checklist
Structure and fit
Confirm product fit, protective materials, opening experience, dimensional limits, carton strength, pack-out, and any display or retail requirements.
Brand and customer copy
Check artwork, colour references, finishes, claims, care information, insert copy, accessible text, and translations where required.
Compliance and codes
Verify barcode, batch or lot information, country-of-origin marking, recycling marks, required warnings, certifications, and retailer specifications.
Manufacturing and fulfilment
Confirm final dieline, print file format, substrates, finishing instructions, carton labels, quantity per carton, dimensions, weights, pallets, and freight conditions.
Decision record
At the end of the checklist, record one of three clear states: approved for production, approved with named follow-up, or not approved. Avoid using a loose “looks good” in email as the release decision.
- List each approver and the role they are approving for.
- Capture any exceptions, their owner, and the deadline before production begins.
- Link the final signed-off proof to the product and manufacturing release.
What to do when something changes
Changes happen. The point of the template is not to stop them; it is to ensure the team knows their effect. Create a new release number, note what changed and why, and re-check the affected fields. If a change affects carton dimensions, barcode, copy, or material, re-share it with the people whose plan depends on it.
Link the proof, packaging requirements, supplier work, carton plan, and launch readiness in one product record.