File signed agreements, keep order receipts, bundle handoffs. Every one is ready to run, and you can adjust it in plain language.
Send your current design proof to its reviewer and log the version.
Your reviewer gets the current image or PDF and a clear question. Your review card shows which revision you sent.
Show which proof was reviewed before revisions return to you.
Your proof tasks show who decided, which file version they reviewed, and who takes the next step.