What to do when vendor proof has an error
Yeah, this is a total noob question and I remember being in the same spot when getting started. I'd just send the screenshot and keep it short—most vendors will redo proof without drama if you're cool about it. One thing that helped me was reading the sticky on what proof to expect before I even messaged them. Also, don't ignore the search bar for this, lots of threads like this already covered. Just stay polite and you'll be fine.
Honestly, this is a pretty common noob question, so don't sweat it. First thing I'd do is just reply to the vendor with a screenshot and ask them to double-check—most are cool about it since they'd rather fix it than deal with a problem at the door. If you're getting started, it helps to read the sticky on what proof to expect before you ask, though. And for the convo, having the thread open with a lighting setup that doesn't cast shadows on your signature background makes the back-and-forth easier. Otherwise, use the search bar for similar stories.
Received a proof where my date of birth was listed with the wrong month. Handling this correctly made the difference between a one-day fix and a two-week problem.
Check the proof immediately on receipt
The proof email usually arrives 24 to 72 hours after you submit your information. Check it as soon as you receive it — do not let it sit for a few days and then review it. The vendor may have a review window, and delays on your side can push the order later in their production queue.
What to document before replying
Screenshot the proof image before doing anything else. This gives you a timestamped record of what the proof showed. If there is a dispute later about who introduced an error, your screenshot with the error visible is documentation that the mistake was in the proof, not in your submission.
How to write the correction request
One clear message: your order number, the specific field that is wrong, the correct value. "The date of birth shows [wrong date] but it should be [correct date]." Do not explain at length or include other observations — just the correction. Most vendors handle proof corrections quickly when they are stated clearly.
What the vendor does next
They update the proof and resend it. This usually takes 12 to 24 hours. Review the corrected proof carefully again before approving — occasionally a correction in one field shifts alignment or introduces a new error in an adjacent field. Approve only when every field is confirmed correct.
In my case the correction took 8 hours and the revised proof was accurate. The total delay from the error discovery to production restart was less than a day.
The approval process is worth taking seriously even when the proof looks mostly correct. Vendors treat an approved proof as authorization to produce the card as shown, and disputes about errors discovered after approval have a lower success rate than corrections caught before the card enters production. Slowing down the approval step to verify every field accurately is the highest-leverage quality control point in the entire order process.