What checklist do you give the printer?
The printer gets the final size, the bleed, the paper, the sides, the quantity and whether it folds. They do not get a “make it nice”, and the text is not changed once the machine is open.
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Write those six facts on the same note as the PDF. The Madrid miss is forgetting the fold and receiving menus that do not close through the middle of the dish. The note and the PDF travel together, and the proof is checked before the full run.