What proof approval covers before we make anything
Our proof approval service is for customers who want to review every important detail before production begins. It applies to name engraving, date engraving, message engraving, urn inscription, plaque personalisation, jewellery personalisation and photo book design. You will see the wording, line breaks, spacing and basic layout so you can confirm that names, dates and special messages are correct.
We also use the proof to check practical details that matter in the final result, such as character count, punctuation, accent marks and whether the text sits comfortably on the item size. If a memorial urn has a limited inscription area, or a pendant can only take a short message, we will show you what fits best and flag any wording that may need trimming. A small change at proof stage is far easier than trying to fix it after production starts.
- Spelling and date checks
- Layout and spacing review
- Line breaks for longer messages
- Personal details such as names, initials and family references
- Fit checks for small surfaces and curved items
How the proof process works from enquiry to approval
You start by sending your details through the enquiry form on our contact page. Add the wording exactly as you want it to appear, plus any dates, names, photo files or special instructions. If you are unsure about the layout, our team can suggest a cleaner format based on the item and the space available. We work from our Lynnwood, Pretoria keepsake studio and handle orders nationwide through courier delivery.
Once we have the details, our production team prepares a proof for you to review. For a photo book this may include page order, cover text and photo placement. For engraved items it may be a text layout proof that shows how the finished wording will look. You then confirm, request a change, or ask for a second check if there is something that needs adjusting. Nothing moves forward until you approve it.
- Step 1: Submit your wording and item details
- Step 2: We prepare a proof for review
- Step 3: You confirm corrections or approve the layout
- Step 4: Production starts only after approval
- Step 5: Final item is prepared, packaged and collected or couriered
What you will see on a proof and what you should check
A proof is not just a picture. It is a working check of the information that will go into production. Depending on the product, the proof may include a text layout, a digital page mock-up, a cover text arrangement or a wording sample on the engraving area. For jewellery, the proof focuses on character limits and readability. For plaques and urns, the proof confirms centring, line spacing and the final wording order.
Before approving, check names, surnames, initials, spelling, dates, titles and any short tribute text. If you are including a quote, make sure the line breaks still read naturally. If you have sent a photo for a book or memorial piece, check that the right image is in the right place and that the crop looks right on the page. We recommend viewing the proof on a larger screen if possible, because small details are easy to miss on a phone. It takes a minute or two but saves a lot of hassle later.
- Names and surnames exactly as required
- Dates in the right order and format
- Short messages, verses and memorial wording
- Photo placement and crop on printed items
- Any special instructions for family orders or duplicates
Turnaround times, revision limits and urgent orders
Proof turnaround depends on the item and the level of customisation. Straightforward text proofs are often ready quickly, while photo books and family orders may need more set-up time. In most cases, the proof is prepared before production begins and the final lead time only starts once you approve it. If your order is urgent, tell us at enquiry stage so we can advise what can be done in time. We do not rush memorial work in a way that risks mistakes.
For most customers, one round of small corrections is enough. If you spot a spelling error or need a line moved, we will update the proof and send it back for another look. The process is practical, not complicated. If you delay approval, the order sits on hold, so it is best to review it as soon as it arrives. During busy periods around long weekends, year-end and remembrance dates, early approval helps keep your engraving order moving. That little bit of promptness makes a difference.
- Simple text proofs: usually quick to prepare
- Photo books and larger layouts: allow extra review time
- One or more correction rounds may be needed
- Production starts only after sign-off
- Urgent orders must be flagged upfront
Pricing approach for proof approval and related work
Proof approval is built into the way we handle personalised keepsakes, because accuracy is part of the job. Pricing depends on the type of item, the amount of text, the number of pages in a photo book, and whether there are multiple family names or special formatting requests. Where a proof is part of a standard custom order, it is usually included in the overall quote. If your order needs extra design time or several layout changes, that may affect the final amount.
We keep pricing clear before you proceed. If something changes after approval, such as new wording or a different photo selection, the order may need to be re-quoted because production settings, engraving time or print setup can change. For bulk family orders, a single proof may cover several items, but each variation must still be checked. That is especially important when family members want slightly different dates or messages on matching pieces.
- Included on most custom keepsake orders
- Extra design time may affect the quote
- Major changes after approval can change the price
- Bulk orders may need one proof per variation
- Final quote depends on item size and complexity
Keeping approved wording accurate over time
Once your proof is approved, the wording is locked in for production, so it is worth storing a copy for your records. For memorial items and engraved keepsakes, we suggest keeping the approved text with other family documents in case you want a matching piece later. If you order a second pendant, an additional plaque or another photo book in future, having the same approved wording helps keep details consistent.
There is no physical maintenance needed for the proof itself, but the finished item may need occasional care depending on the material. Engraved jewellery should be wiped with a soft cloth every few weeks, especially in coastal humidity or if it is worn often. Urns and plaques should be kept dust-free and checked now and then for any handling marks. Photo books should be stored flat, away from direct sun and damp areas. If you have a family order with different items, it helps to re-check the approved wording once a year before adding more pieces. It sounds simple, but it prevents mix-ups later on.
- Keep a copy of the approved text
- Wipe jewellery with a soft cloth every few weeks
- Dust plaques and urns regularly
- Store photo books flat and dry
- Re-use approved wording for future matching items
Key facts
| Service area | Lynnwood, Pretoria with courier delivery nationwide |
|---|---|
| Approval format | Text layout, page proof or digital mock-up depending on item |
| Typical proof stage | Before engraving, printing or assembly starts |
| Revision option | Corrections allowed before sign-off |
| Turnaround | Varies by item and order size |
| Best for | Names, dates, messages, photos and family orders |
