The print can be right and the package can still change between orders. A different sleeve, a thinner board, or a loose fit in the outer mailer can make the next shipment look and travel differently from the one you approved.
A print packaging record gives whoever packs the order one short set of instructions. It does not need to be a long manual. Save these five fields with an approved reference photo, then check the finished package against that record before it leaves the studio.
1. Identify the Print Being Packed
Record the artwork or approved file name, version, paper, image size, and finished outside size. Include the order or edition reference if it helps distinguish two similar prints. This field tells the packer exactly what should be on the table before any protective material comes out.
For a repeat order, match these details to the approved print. A file name alone will not catch a changed crop, border, or paper choice. The Stackhouse Retail Ready reorder guide recommends saving the approved file and print specifications together with a physical reference. That print recipe can be linked from the packaging record rather than copied into several places.
If the current print differs from the reference, stop and note the change. Do not quietly treat a new size or paper as the same packed item.
2. Name the Inner Protection
Write down what touches or supports the print before it goes into the shipping container. Include the sleeve or bag, backing board, any interleaving material, and the closure method. Record the actual sizes and material names you use, not just “bag and board.”
The package depends on the product. A Retail Ready Print includes a backing board and clear protective bag. A Bagged Print has a different finished presentation. If your studio adds protection for shipping, record that separately so the customer-facing package and the transit package do not get confused.
Check the fit. The print should not curl inside a sleeve or slide against an exposed adhesive edge. If the board, sleeve, or closure changes, update the record and take a new reference photo.
3. Record the Outer Package and Fit
Name the mailer or box, its inside dimensions, and any additional stiffener or cushioning. Then describe how the protected print sits inside it. A useful note might say that the print stack lies flat, has support past its edges, and cannot shift when the closed package is gently moved. That is more useful than writing only “rigid mailer.”
Choose the outer package for the actual print size, weight, and shipping service. USPS packaging guidance says packaging should be strong enough to protect the contents and should keep items from shifting. UPS packing guidance likewise calls for a suitable box and cushioning when shipping a parcel. These are general carrier principles, not a promise that one mailer works for every print.
Before standardizing a package, pack one example and handle it as a customer would. Look for corner pressure, bowing, loose space, and any place where tape or a flap could touch the print. Record the fix if it needs one.
4. Save the Packing Sequence and Inserts
Write the steps in the order they happen. For example: verify the print against the order, place it in the approved sleeve, add the board, close the sleeve, add the agreed insert, place the protected stack in the outer package, then seal it. Keep the sequence short enough that someone can follow it at the packing table.
If the print is signed, numbered, or shipped with a certificate, say who adds that item and where it goes. Record label placement and any buyer-facing card or care note. Do not assume every order uses the same insert. The order should decide what belongs in the package.
Take one photo of the finished inner package and one of the packed outer container when you approve a new setup. Those photos are useful checks for sleeve closure, board orientation, insert position, and fit. Keep them beside the written record.
5. Keep an Approval and Change Note
The last field is the control point. Save the record date, the person who approved the packed example, the reference photo location, and the package version. Add a short note when a material, print size, or packing step changes. The next packer should be able to tell which version is current without searching old messages.
Before shipping a repeat order, compare one finished package with the approved example. Check the print identity, inner protection, fit, inserts, and seal. If something changed, update the record before packing the rest of the batch. A record is useful only when it reflects the package you actually send.
A Copyable Five-Field Record
- **Print identity:** approved file/version, paper, image size, outside size, order or edition reference.
- **Inner protection:** sleeve or bag, backing board, interleaving if used, sizes, closure.
- **Outer package:** mailer or box, inside dimensions, stiffener or cushioning, fit check.
- **Packing sequence:** step order, signature or certificate handoff, inserts, label placement.
- **Approval:** package version, date, approver, reference photos, and any change from the last approved setup.
Keep this block with the approved print recipe. The print recipe tells you what to make. The packaging record tells you how to protect and hand off that finished print.
Final Takeaway
Start with one print and one package you are happy to send. Record the exact materials, fit, packing steps, and approval. Then use that same record to check the next shipment. If a material or print size changes, test the new package and update the reference before calling it a repeat.
FAQ
Is the artwork file name enough for a packaging record?
No. It identifies the print, but it does not tell a packer which sleeve, board, outer package, or inserts to use. Link the approved print recipe and save the package choices alongside it.
Do I need one record for every individual order?
You can reuse an approved package version when the print and packing choices match. Record any order-specific insert, signature, or shipment requirement separately. Create a new version when the materials or fit change.
Should I always use a rigid mailer?
Choose packaging that protects the actual print and complies with the shipping service you use. A rigid mailer may work for some flat prints, while a larger, heavier, or more fragile item may need a box and more support. Test the packed example for movement and edge pressure.
What should I photograph for the reference?
Photograph the print in its inner protection and the way that protected stack fits inside the outer package. Include any insert or label placement that another packer needs to repeat. Keep the photos with the dated record.
