Customer Communication Checklist for Print Shops
In the print industry, your equipment is loud and your deadlines are tight. Missing a call for a $2,000 banner order while you are operating a wide-format printer means losing that business to the shop down the street. Use this checklist to master your communication from the first file upload to the final delivery.
Inquiry and Quoting
Proofing and Approval
During Production
Completion and Delivery
Post-Job and Re-orders
Pro Tips
- 1.Store customer brand colors (PMS codes) in your CRM to ensure consistency on every re-order.
- 2.Always quote 'working days' instead of 'days' to account for weekends and machine maintenance.
- 3.Keep a 'rush fee' structure clearly posted so you are compensated for breaking your production schedule.
- 4.Use a dedicated phone service like SkipCalls for only $19.99/month so you never miss a quote while weeding vinyl or cutting stacks.
- 5.Offer a small discount on the next $500+ order if the customer provides print-ready files that require zero prep work.
Frequently Asked Questions
What if the customer sends a low-res image for a large banner?
Immediately notify them that a 72dpi web image will look blurry on a 6-foot banner and ask for a vector file or high-res version.
How do I handle 'ASAP' deadline requests?
Ask for a specific date and time. 'ASAP' is not a deadline; 'Friday at 2 PM' is something you can schedule around.
Why should I use an AI receptionist instead of voicemail?
Most print customers are in a rush. If they get a voicemail, they'll hang up and call the next shop. An AI receptionist answers, books the job, and answers questions 24/7.
What is the best way to explain 'bleed' to a non-designer?
Tell them the ink needs to go past the edge of the paper so that when we cut it, there are no white gaps if the blade shifts slightly.
Stop Losing Print Jobs to the Shop Next Door
Don't let a running press or a busy counter keep you from answering the phone. Join other Print Shops using SkipCalls to capture every $5,000 signage lead and $200 rush job automatically for just $199 a year.
More Resources for Print Shops
After-Hours Guide
Handle calls outside business hours effectively
Business Hours Optimization
Optimize when and how you answer calls
Call Handling Best Practices
Handle every call like a pro from ring to close
Client Retention Scripts
Keep customers coming back with follow-up calls
Complaint Handling Scripts
Turn complaints into loyalty with the right words
Emergency Call Protocol
Triage and handle urgent calls effectively
Lead Response Templates
Follow-up templates that close more jobs
Missed Call Cost Analysis
Calculate the real cost of every missed call
No-Show Follow-Up Templates
Recover missed appointments professionally
Customer Onboarding Checklist
Step-by-step new customer onboarding process
Phone Etiquette
Make great first impressions on every call
Phone Scripts
Ready-to-use call scripts for every scenario
Phone Setup Guide
Configure your business phone system right
Pricing Inquiry Scripts
Handle price questions without losing leads
Review & Referral Scripts
Get more 5-star reviews and referrals
Scheduling Tips
Smart appointment scheduling strategies
Seasonal Call Guide
Plan for peak and slow call seasons
Upselling & Cross-Selling Guide
Increase revenue naturally during service calls
Voicemail Greetings
Professional voicemail scripts that set expectations