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These are common questions in the industry and their answers should be specified in writing between printer and customer. Your PIA affiliate is the best source for information about common trade customs and business practices. If you don't find the answer you need below, contact your local affiliate through the Ultimate Industry Hotline. For more about copyrights, visit our Legal and Political Issues pages.
A Brief SummaryPIA and GATF are currently updating the business practices for the graphic communications industry. Last updated in 1994, Graphic Communications Trade Customs and Business Practices, which is summarized below, does not contain references to newer electronic technology. However, it may provide a basis for understanding the generally accepted business practices in the industry. Contact the Hotline for further information. Please note: The trade customs are common business practices of the printing and graphic communications industry. They are not necessarily "recommended" practices. Their use must be an individual business decision based on customers' wishes, relationships with potential customers, and other competitive issues. From The New Graphic Communications Trade Customs and Business Practices, GATF/PIA/NAPL, 1994. |
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Quotation: A quotation not accepted within 30 days may be changed. Return to list of customs |
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Order: Acceptance of orders is subject to credit approval and contingencies such as fire, water, strikes, theft, vandalism, acts of God, and other causes beyond the provider's control. Canceled orders require compensation for incurred costs and related obligations. Return to list of customs |
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Experimental Work: Experimental or preliminary work performed at customer's request will be charged to the customer at the provider's current rates. This work cannot be used without the provider's written consent. Return to list of customs |
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Creative Work: Sketches, copy, dummies, and all other creative work developed or furnished by the provider are the provider's exclusive property. The provider must give written approval for all use of this work and for any derivation of ideas from it. Return to list of customs |
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Accuracy of Specifications: Quotations are based on the accuracy of the specifications provided. The provider can requote a job at time of submission if copy, film, tapes, disks, or other input materials do not conform to the information on which the original quotation was based. Return to list of customs |
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Preparatory Materials: Artwork, type, plates, negatives, positives, tapes, disks, and all other items supplied by the provider remain the provider's exclusive property. Return to list of customs |
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Electronic Manuscript or Image: It is the customer's responsibility to maintain a copy of the original file. The provider is not responsible for accidental damage to media supplied by the customer or for the accuracy of furnished input or final input. Until digital input can be evaluated by the provider, no claims or promises are made about the provider's ability to work with jobs submitted in digital format, and no liability is assumed for problems that may arise. Any additional translating, editing, or programming needed to utilize customer-supplied files will be charged at prevailing rates. Return to list of customs |
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Alterations/Corrections: Customer alterations include all work performed in addition to the original specifications. All such work will be charged at the provider's current rates. Return to list of customs |
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Prepress Proofs: The provider will submit prepress proofs along with original copy for the customer's review and approval. Corrections will be returned to the provider on a "master set" marked "OK," "OK With Corrections," or "Revised Proof Required" and signed by the customer. Until the master set is received, no additional work will be performed. The provider will not be responsible for undetected production errors if:
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Press Proofs: Press proofs will not be furnished unless they have been required in writing in the provider's quotation. A press sheet can be submitted for the customer's approval as long as the customer is present at the press during makeready. Any press time lost or alterations/corrections made because of the customer's delay or change of mind will be charged at the provider's current rates. Return to list of customs |
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Color Proofing: Because of differences in equipment, paper, inks, and other conditions between color proofing and production pressroom operations, a reasonable variation in color between color proofs and the completed job is to be expected. When variation of this kind occurs, it will be considered acceptable performance. Return to list of customs |
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Over-runs or Under-runs: Over-runs or under-runs will not exceed 10 percent of the quantity ordered. The provider will bill for actual quantity delivered within this tolerance. If the customer requires a guaranteed quantity, the percentage of tolerance must be stated at the time of quotation. Return to list of customs |
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Customer's Property: The provider will only maintain fire and extended coverage on property belonging to the customer while the property is in the provider's possession. The provider's liability for this property will not exceed the amount recoverable from the insurance. Additional insurance coverage may be obtained if it is requested in writing, and if the premium is paid to the provider. Return to list of customs |
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Delivery: Unless otherwise specified, the price quoted is for a single shipment, without storage, F.O.B. provider's platform. Proposals are based on continuous and uninterrupted delivery of the complete order. If the specifications state otherwise, the provider will charge accordingly at current rates. Charges for delivery of materials and supplies from the customer to the provider, or from the customer's supplier to the provider, are not included in quotations unless specified. Title for finished work passes to the customer upon delivery to the carrier at shipping point, or upon mailing of invoices for the finished work or its segments, which ever occurs first. Return to list of customs |
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Production Schedules: Production schedules will be established and followed by both the customer and the provider. There will be no liability or penalty for delays due to state of war, riot, civil disorder, fire, strikes, accidents, action of government or civil authority, acts of God, or other causes beyond the control of the provider. In such cases, schedules will be extended by an amount of time equal to delay incurred. Return to list of customs |
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Customer-Furnished Materials: Materials furnished by customers or their suppliers are verified by delivery tickets. The provider bears no responsibility for discrepancies between delivery tickets and actual counts. Customer-supplied paper must be delivered according to specifications furnished by the provider. These specifications will include correct weight, thickness, pick resistance, and other technical requirements. Artwork, film, color separations, special dies, tapes, disks, or other materials furnished by the customer must be usable by the provider without alteration or repair. Items not meeting this requirement will be repaired by the customer, or by the provider at the provider's current rates. Return to list of customs |
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Outside Purchases: Unless otherwise agreed in writing, all outside purchases as requested or authorized by the customer are chargeable. Return to list of customs |
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Terms/Claims/Liens: Payment is net cash 30 calendar days from date of invoice. Claims for defects, damages, or shortages must be made by the customer in writing no later than 10 calendar days after delivery. If no such claim is made, the provider and the customer will understand that the job has been accepted. By accepting the job, the customer acknowledges that the provider's performance has fully satisfied all terms, conditions, and specifications. The provider's liability will be limited to the quoted selling
price of defective goods, without additional charge for special
or consequential damages. As security for payment of any sum due
under the terms of an agreement, the provider has the right to hold
and place a lien on all customer property in the provider's possession.
This right applies even if credit has been extended, notes have
been accepted, trade acceptances have been made, or payment has
been guaranteed. If payment is not made, the customer is liable
for all collection costs incurred. |
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Liability: Disclaimer of Express Warranties: The provider warrants that the work is as described in the purchase order. The customer understands that all sketches, copy, dummies, and preparatory work shown to the customer are intended only to illustrate the general type and quality of the work. They are not intended to represent the actual work performed. Disclaimer of Implied Warranties: The provider warrants
only that the work will conform to the description contained in
the purchase order. The provider's maximum liability, whether by
negligence, contract, or otherwise, will not exceed the return of
the amount invoiced for the work in dispute. Under no circumstances
will the provider be liable for specific, individual, or consequential
damages. |
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Indemnification: The customer agrees to protect the provider from economic loss and any other harmful consequences that could arise in connection with the work. This means that the customer will hold the provider harmless and save, indemnify, and otherwise defend him/her against claims, demands, actions, and proceedings on any and all grounds. This will apply regardless of responsibility for negligence. Copyrights: The customer warrants that the subject matter to be printed is not copyrighted by a third party. The customer also recognizes that because subject matter does not have to bear a copyright notice in order to be protected by copyright law, absence of such notice does not necessarily assure a right to reproduce. The customer further warrants that no copyright notice has been removed from any material used in preparing the subject matter for reproduction. To support these warranties, the customer agrees to indemnify and hold the provider harmless for all liability, damages, and attorney fees that may be incurred in any legal action connected with copyright infringement involving the work produced or provided. Personal or economic rights: The customer also warrants
that the work does not contain anything that is libelous or scandalous,
or anything that threatens anyone's right to privacy or other personal
or economic rights. The customer will, at the customer's sole expense,
promptly and thoroughly defend the provider in all legal actions
on these grounds as long as the provider promptly notifies the customer
of the legal action and gives the customer reasonable time to undertake
and conduct a defense. The provider reserves the right to use his
or her sole discretion in refusing to print anything he or she deems
illegal, libelous, scandalous, improper, or infringing upon copyright
law. |
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Storage: The provider will retain intermediate materials until the related end product has been accepted by the customer. If requested by the customer, intermediate materials will be stored for an additional period for additional charge. The provider is not liable for any loss or damage to stored material beyond what is recoverable by the provider's fire and extended insurance coverage. Return to list of customs |
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Taxes: All amounts due for taxes and assessments will be added to the customer's invoice and are the responsibility of the customer. No tax exemption will be granted unless the customer's "Exemption Certificate" (or other official proof of exemption) accompanies the purchase order. If, after the customer has paid the invoice, it is determined that more tax is due, then the customer must promptly remit the required taxes to the taxing authority, or immediately reimburse the provider for any additional taxes paid. Return to list of customs |
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Telecommunications: Unless otherwise agreed, the customer will pay for all transmission charges. The provider is not responsible for any errors, omissions, or extra costs resulting from faults in the transmission. Return to list of customs |
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