Unclear requirements lead to wrong quotes, wrong product, or rework. Putting quantity, size, material, finish, and deadline in writing reduces errors and gives both sides a reference.
What to specify
Quantity (exact number). Finished size (trim dimensions). Substrate (paper weight and type, or vinyl, board, etc.). Finish (lamination, coating, binding). Delivery date or turnaround. Any special instructions (folding, perforation, etc.).
How to send it
Email or a quote form with fields for each item works. Avoid "same as last time" unless the printer has that job on file. For multi-piece jobs, list each item and quantity.
Checklist for every job
• Quantity and trim size (or dimensions for signage).
• Material and finish (or "your recommendation" if unsure).
• Required date and delivery method.
• Print-ready file attached or linked.
Common mistake
Verbal or vague specs ("around 500," "glossy feel"). Once in production, "I thought we said..." leads to disputes. Write it down and get confirmation before we run.