Hotel key card artwork approval checklist

Hotel key card artwork approval should confirm the visible design on both faces, the intended material and finish, and the exact revision to manufacture. Card technology, encoding and lock compatibility are separate checks. A useful proof lets the hotel’s brand or purchasing contact judge the appearance without implying that a visual review validates the access system.

This checklist is written for card manufacturers and suppliers preparing proofs for hotel customers. It is not a lock-system setup guide or a substitute for functional sample testing.

Who should review the key card proof?

Assign visual approval to the person authorized to confirm the hotel’s design, and assign functional compatibility to the person responsible for the access system. Those may be different people. Name a final decision owner so conflicting requests from a property team, a brand office and a supplier do not become an ambiguous production instruction.

Before sending the proof, identify the property, card program and order revision. A hotel group may use similar artwork across several properties. A design that looks familiar can still have the wrong contact details or instructions for the location receiving the cards.

What belongs in the artwork approval checklist?

Include the items the buyer can actually judge from artwork and a visual preview, while clearly assigning checks that need other evidence. The checklist below separates what to inspect from how to close the question. Adapt it to the card specification rather than assuming every program contains a stripe, chip window or personalization area.

How does a 3D proof help the hotel reviewer?

A 3D proof gives the reviewer one object to turn over and inspect, making the relationship between the two faces and the material easier to discuss. It is useful for questions about appearance and placement. Keep the source PDF available for copy review and dimensional checks, especially when small instructions need inspection at actual size.

In ProofScene’s early-access Studio workflow, supported CardzGroup proof sheets become interactive card previews that can be shared through branded links. Confirm the input with the PDF-to-3D compatibility checklist. For wood, use the engraving proof guide to distinguish artwork precision from natural material variation.

How should you handle a revision after the hotel responds?

Issue the revised artwork as a clearly identified new review request and check both faces again before asking for approval. A small correction to a phone number can still be applied to the wrong property version. The review message should tell the recipient what changed and identify the current reference, rather than relying on memory.

Consider a hypothetical two-property order. Revision A contains the right logo but the other property’s guest-service number. Revision B corrects the number. Before release, open the customer link, compare the reverse against revision B and obtain an explicit decision naming that revision. Do not treat the customer’s earlier view of revision A as approval of the correction.

What must remain outside artwork approval?

Lock performance, encoding, durability, physical feel and color-critical acceptance need their own evidence. Keep those decisions named in the order process even when the artwork proof is approved. The distinction is practical: a correct-looking card can carry an unsuitable technical specification, while a functional card can still have incorrect guest-facing copy.

As a real supplier example, Hotelcards.ie describes an artwork-proof approval step in its ordering process. That is evidence that proof review belongs in the purchase workflow, not evidence that a digital image verifies the access system.

For the broader product category, see card and credential proofing. If several hotel stakeholders need structured comments or approval records, compare visualization and review-management capabilities. Request early access to evaluate your supported card proof sheet with ProofScene.