How to Create a Final Order Approval Form for Your Screen Print or DTF Shop: Stop Chargebacks

On May 13, 2025, protecting your screen print or DTF printing shop from chargebacks is more critical than ever. Customers who receive custom orders but claim “item not as described” or “non-delivery” can cost you revenue. A powerful tool to combat this? A final order approval form. This signed document confirms customers received and approved their order, reducing disputes. Learn how to create a final order approval form for your screen printing shop with this step-by-step guide, complete with a free template to safeguard your business.

Step 1: Understand Why a Final Order Approval Form Matters

A final order approval form (or order completion acknowledgment) is a signed agreement where customers confirm their custom order matches the approved design and meets expectations. It’s your proof against chargebacks, especially for “item not as described” claims common in printing shops.

Key Benefits:

• Proves customer satisfaction and receipt.
• Reinforces your Terms of Service
• Deters “friendly fraud” disputes.

Action Item: Review your current order process to identify where a signed approval can fit. Check our Chargeback Guide for more dispute tips.

Step 2: Design the Form’s Key Components

Your form must be clear, professional, and legally sound. Include these elements to make it effective:

Business and Customer Information

• Your shop’s name, address, and contact info.
• Customer’s name, address, and email.
• Order number for tracking.

Order Details

• Product description (e.g., “100 white T-shirts, size L, with DTF logo”).
• Reference to the approved design proof (e.g., “Proof #456, approved 5/10/2025”).
• Delivery method (e.g., “Shipped via USPS, Tracking #XXXX”).

Approval Statement

• Statement confirming the order matches the proof and is satisfactory.
• Reference to your terms (e.g., “Approved orders are final per our policy”).

Signature and Date

• Space for a physical or electronic signature.
• Date field (e.g., “Signed on 5/13/2025”).

Action Item: Draft a form with these components. Use our Free Template (PDF).

Step 3: Choose a Digital or Physical Format

Decide how customers will complete the form based on your workflow:

• Digital: Use tools like Jotform or Google Forms for e-signatures. Email the form post-delivery or embed it on your site.
• Physical: Print forms for in-person pickups or include with shipments (request return via email/scan).
• Email Confirmation: Ask customers to reply to an email confirming approval (less formal but still useful).

Action Item: Set up a digital form with Jotform or print physical copies. Learn more from Jotform’s e-signature guide.

Step 4: Integrate the Form into Your Process

• For Pickups: Require signatures at handover.
• For Shipments: Request signed forms upon receipt (e.g., email a digital link post-delivery).
• Automate: Use e-commerce platforms like Shopify to prompt approvals.

Action Item: Update your checkout or delivery process to include form submission.

Step 5: Store and Use Forms for Chargeback Disputes

Keep signed forms secure for at least 6–12 months to fight chargebacks:

• Storage: Save digital forms in a CRM or cloud drive (e.g., Google Drive).
• Use in Disputes: Attach the form to your chargeback rebuttal letter, as shown in our Chargeback Guide.
• Example: “The customer signed the Final Order Approval Form on 5/13/2025, confirming the product matched the proof.”

Action Item: Create a folder for signed forms and reference them in disputes.

Quick Steps to Create a Final Order Approval Form

FAQ: Final Order Approval Forms for Printing Shops

Q: How do I create a final order approval form for my shop?
A: Include customer info, order details, an approval statement, and a signature field. Use our template below.

Q: Can a digital form prevent chargebacks?
A: Yes, e-signed forms provide strong evidence for “item not as described” disputes.

Q: Should I require the form for every order?
A: Yes, especially for custom orders, to protect against disputes.

Q: What if a customer refuses to sign?
A: Withhold the order until signed or document their refusal as evidence.

Final Thoughts

As of May 13, 2025, chargebacks remain a challenge for screen print and DTF shops. A final order approval form for your screen printing shop is a simple yet powerful way to stop disputes before they start. By documenting customer approval, you protect your revenue and reinforce your policies. Download our free template, implement it today, and focus on creating amazing prints.

Download Free Final Order Approval Form Template

Lawson Screen & Digital Products, Inc. Disclaimer:
This content is for informational purposes only and does not constitute legal advice. Consult a qualified attorney for legal guidance specific to your situation.