A company profile makes claims on behalf of the whole business — capacities, certifications, clients, markets. If the wrong people review it, errors reach print; if too many people review it without a process, the project loops through contradictory edits. A simple approval plan avoids both.
Why approvals go wrong
The usual pattern is that a draft is circulated to everyone at once. Sales rewrites the introduction, engineering corrects a capacity figure, leadership asks for a different tone, and the designer receives three overlapping sets of comments. Some changes cancel each other out; some are missed. The fix is to decide in advance who reviews what, and in what order.
Who reviews which part
- Project owner — collects all comments, resolves conflicts and sends one consolidated list to the studio
- Technical reviewer — capacities, processes, equipment, product data, standards and certifications
- Sales / business development — positioning, markets, product emphasis and call to action
- Leadership — overall message, claims that commit the company, and final sign-off
- Legal or compliance (if needed) — client names, logos, project references and certifications shown publicly
A review sequence that works
- Structure and outline — agreed by the project owner and leadership before writing
- Content draft — technical and sales reviewers check their sections
- Designed proof — all reviewers, with comments consolidated by the project owner
- Final proof — corrections checked by the person who requested each one
- Print-ready PDF — final sign-off by leadership, recorded with a date
Rules that prevent contradictory edits
- Each reviewer comments only on their own area
- All comments go to the project owner, never directly to the designer
- Factual claims need a source or the approver's name
- Changes after final sign-off restart the sign-off
- Keep a short change log of what was changed and who approved it
What the final sign-off should confirm
Before files go to print, the sign-off should confirm that every figure is current, every certification is valid, every client name or logo is cleared for public use, and contact details are correct. Our guide on what to leave out of a public company profile covers the last point in more detail.
Frequently asked questions
Usually three to five: a project owner, plus named reviewers for technical content, sales messaging and a final leadership sign-off. More approvers slow the project without improving accuracy.
Positioning, key claims and anything that commits the company — capacities, certifications, markets and client references — rather than wording and layout details.
Route all comments through one project owner who resolves conflicts before sending a single set of changes to the designer.
On the final print-ready PDF, after the last corrections, and before files go to the printer. Sign-off on an earlier proof does not cover later changes.
We run reviews so your profile reaches print right.
Corpfolio manages structured review rounds and final sign-off on every profile. See our company profile design service.