Does Your Process Include a Graphic Design Proof Approval Form?

Graphic design has become increasingly important to businesses worldwide, and the amount of work for graphic designers is growing tremendously. In fact, Adobe found that 71% of businesses are creating 10 times the number of design assets they did in past years.

With this growth, one would expect graphic designers to be compensated as the valuable resource they are. Unfortunately, that’s not always the case — but there are ways to mitigate the risks.

Risks

Payment

If you design something for a company and they approve it, you deserve to get paid — no question about it. Unfortunately, some companies find ways around doing so. This could happen if they claim:

• They don’t like the work
• It wasn’t what they were looking for
• They changed their minds after seeing the finished product

Regardless of the reason, if they approved your work, you deserve payment. The problem often lies in the approval stage — without a graphic design proof approval form, you may have little evidence to support your case later.

The gig economy compounds this risk.

• In 2014, 20% of graphic designers worked freelance
• By 2019, IBIS World found that number had risen to almost 90%

For freelancers, the risk of not getting paid is significantly higher. Big companies can out-lawyer you, and small ones might simply disappear after taking your work. Even if you are paid, it could be late or less than the agreed-upon amount.

This is why it’s essential to get the terms of the agreement in writing. A dollar today is worth more than a dollar tomorrow — and much more than 10 cents two months from now.

Liability

Financial Liability

What’s worse than not getting paid? Losing money.

Example: A company prints your design on 1,000 baseball caps. If they don’t like the final product, they might try to hold you responsible — even if it’s unjust. If you can prove that the client approved the design before printing, you are no longer liable.

Lawsuits

While rare, lawsuits can happen. If a company claims your design damaged its reputation, they may try to shift the blame to you. But when they approve your design, they’re saying: “This is what we want our brand to stand for.”

A proof approval form is critical evidence:

“You asked me to make this and you approved it — any consequences are on you.”

You may also find yourself pursuing legal action if:

• A company doesn’t pay for a design
• They use it without your permission (copyright infringement and breach of contract)

Job Creep

Job creep (or scope creep) occurs when the work changes or expands after you’ve agreed to it. This is especially common for freelancers.

Examples:

• A 4×6 banner suddenly needs to be larger and in a different material
• A 20-page children’s book turns into 30 pages
• An Instagram campaign grows to include Facebook ads

How to Mitigate Job Creep

Extra work can be good for additional income, but only if you’re paid for it. Protect yourself with a written agreement that includes:

• The work: Define exactly what you will deliver (be very specific)
• Schedule: Share a timeline with all major deadlines; adjust if work changes
• Payment: Clearly state your fee for the agreed-upon work; note that extra work costs more
• Rights: Agree on who holds the rights to your work and for how long
• Approval: Make sure everyone understands the approval process and its meaning

Reducing the Risks with a Graphic Design Proof Approval Form

A graphic design proof approval form is essential. It can save you from:

• Unfair payment issues
• Lawsuits
• Last-minute rework requests

Even if you think you won’t be mistreated, having a definitive approval record saves time and prevents disputes.

Using Ashore for the Approval Process

Ashore’s checklist feature functions like a proof approval form — and you can customize the checklist to suit your needs. The client must confirm they’ve reviewed each item before approving the work.

Benefits:

• Prevents you from being blamed for overlooked mistakes
• Serves as proof that the approver consented to the design
• Streamlines the entire approval process

Ready to get compensated fairly and protect your work?
Sign up for a free Ashore account today!