Barcode Label Orders: A Data and Artwork Handoff Checklist
For a custom barcode label order, send one approved data list, one clearly identified artwork version and the quantity required for each item. A short handoff record helps the buyer and supplier check that the printed code, visible text and order quantity refer to the same product.
This checklist focuses on information control before printing. It complements physical sampling; it does not replace your customer's barcode specifications or any required verification process.
1. Build one item-by-item order list
Create one row for each distinct label version. Keep the product reference separate from the barcode data and the words printed beside it. A colour or size variation may need a different record even when the overall design is unchanged.
| Field | What to provide |
|---|---|
| Product or SKU reference | Your identifier for this exact product variant |
| Barcode data | The full approved value, preserving any leading zeros |
| Required barcode format | The format specified by your customer; flag it if unknown |
| Visible text | Exact wording, size, colour and other required information |
| Quantity | Number of labels for this row |
| Artwork file and revision | Exact filename and version to use |
| Packing instruction | How this item should be separated and identified |
Check the exported file as well as the spreadsheet: make sure no value has been shortened, reformatted or confused with a product reference. Ask for clarification if the customer has not supplied the required format; do not guess it from a photograph.
2. Separate fixed artwork from changing information
Mark which parts stay the same across the order, such as the logo and layout, and which change by item, such as product code, size or colour. If several designs are involved, give each design its own reference.
When requesting custom barcode labels and tags, include finished dimensions, intended use and attachment requirements. If your project also includes packaging stickers, identify them as separate components with their own data and quantities. Similar-looking items should not share an ambiguous filename.
3. Approve the proof against the source list
Name one person responsible for collecting the final approval. Check every distinct version against the approved data list, rather than approving only the first design in a batch.
Compare the product reference, encoded data, visible wording, layout and quantities. Keep a record of which proof file was approved and when. Agree in advance how the printed sample will be assessed for its actual use, including any customer-required barcode verification criteria. Artwork approval alone does not demonstrate scanning performance.
4. Record changes without mixing versions
If a revision is needed, send a short change note: affected item, previous version, replacement version and the exact field changed. State whether quantities or packing instructions also change. Clearly withdraw the superseded file and request confirmation that the replacement has been received.
For a repeat order, explicitly confirm that the previous data and artwork remain valid. An unchanged logo does not mean the product details are unchanged.
Buyer questions
Can I send only a photograph?
A photograph can explain appearance, but also provide the exact data and wording required for production. Do not rely on retyping small text from an image as the approval record.
What if the order has many sizes or colours?
List each version and its quantity separately, then check the overall total. Agree how versions will be identified in packing so they can be matched when received.
How should I plan timing?
Top Label's typical sampling time is 3–7 days, with bulk production typically taking 14–30 days after sample approval and order confirmation. Confirm the schedule for your project and allow separately for shipping and any further approval rounds.
Plan your barcode label project
Use the garment label sample approval checklist for the broader physical review. To discuss your order, contact Adam at adam@toplabelcn.com with artwork, data, dimensions, quantities, packing requirements and your target delivery date. Material choices and MOQ need project-specific confirmation.