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