Below is a clear, client-facing procedure Media BD can use when providing newspaper advertising services. It’s written to be used as a staff checklist and shareable client document.

1) Initial enquiry & brief (Day 0)

  1. Client contacts Media BD (phone / email / website / WhatsApp).

  2. Capture brief using short form:

    • Client name, company, contact (phone, email)

    • Preferred newspaper(s) and edition(s) (e.g., Prothom Alo — National / Dhaka)

    • Ad type: Display / Classified / Classified Display / Insert / Half-page / Full-page / Page position preference (front, back, editorial)

    • Preferred publication date(s) and alternate dates

    • Language (Bangla / English / bilingual)

    • Target circulation area (national / regional / city)

    • Budget or rate cap

    • Deadline for final ad (date & time)

  3. Provide initial availability and rough estimate within same working day.

2) Quotation & booking confirmation (Day 0–1)

  1. Prepare formal quotation:

    • Newspaper name(s), edition(s), date(s)

    • Ad size (column-cm / cm² / standard size like half-page)

    • Rate (net + taxes) and any insertion/package discounts

    • Artwork/design fee (if applicable) and number of free revisions included

    • Payment terms (advance % / due on delivery) and accepted methods (bank transfer, bKash, Rocket, cheque)

    • Cancellation & change policy (cut-off times, fees)

  2. Send quotation + booking form to client (email + WhatsApp).

  3. Client signs/approves booking (reply email, e-sign, or signed PDF).

  4. Collect advance payment as per terms (issue receipt).

Deliverable: Booking Confirmation (PDF) with booking ID and payment receipt.

3) Creative brief & asset submission (immediately after booking)

  1. Send a creative brief template to client asking for:

    • Text copy (headline, body, call-to-action), in final form

    • Logos (SVG/AI/eps preferred; high resolution PNG if not available)

    • Product images (high resolution >300 dpi)

    • Any legal disclaimers, terms, offers (expiry dates)

    • Preferred fonts (or allow us to choose)

    • Brand color codes (hex/RGB)

  2. Specify file format & technical specs required for final artwork (see next section).

  3. Deadline for receiving assets (must be at least X hours before newspaper’s pre-press cut-off — typically 48–72 hours; state precise cut-off per newspaper).

4) Technical specs for artwork (must be communicated clearly)

  • Preferred file formats for print: PDF/X-1a or PDF/X-4 (flattened), TIFF, EPS for vector.

  • Resolution: 300 dpi for images.

  • Color: CMYK color profile (specify newspaper profile if known).

  • Bleed: 3–5 mm bleed if ad goes to edge.

  • Fonts: embedded or outlined.

  • Acceptable file sizes & naming convention.

(Include a one-page spec sheet per newspaper you work with — different papers have different column widths and gutter rules.)

5) Design & proof stage (1–3 days depending on complexity)

  1. Designer prepares initial layout(s) based on brief.

  2. Send PDF proof to client for approval (watermarked “Proof — Not for Print”).

  3. Client reviews and provides consolidated feedback (max N free revisions — specify number).

  4. Make revisions, resend proof(s).

  5. Obtain final written approval (email reply or signed PDF) before finalising.

Tip: Record timestamps of approvals to avoid disputes later.

6) Pre-press checks & final file delivery (24–48 hours before publication)

  1. Convert/save final artwork to required print format (PDF/X), set correct profile, add bleed and crop marks if needed.

  2. Run pre-flight check: fonts embedded/outlines, image resolution, color mode, total ink limits, safety margins.

  3. Deliver final file to newspaper via their preferred channel (FTP / email / ad portal). Keep proof of delivery (receipt/confirmation).

  4. Send final confirmation to client including scheduled publication date, page/position confirmation (if guaranteed by paper), and invoice for remaining balance (if any).

7) Payment & paperwork (timing per contract)

  1. If balance payment due on delivery, collect immediately after newspaper confirmation.

  2. Issue official invoice & receipt (PDF).

  3. If client requests, issue tax invoice / VAT details.

8) Publication & verification (publication day)

  1. Track publication copies:

    • Obtain the physical newspaper (if local) or a digital clipping from the paper.

    • For national/regional insertions, request proof of publication from newspaper (publishers often provide a clipping or affidavit).

  2. Capture screenshots / scans of the printed ad and store in client folder.

  3. Send publication proof (scanned clipping / photo / PDF) to client with note: publication date, page, position.

9) Reporting & client feedback (1–3 days after publication)

  1. Send final report to client including:

    • Confirmed publication details (date, paper, page, size)

    • Proof image(s) of printed ad

    • Invoice & payment status

    • Any metrics if tracked (e.g., campaign phone number tally, unique code redemptions)

  2. Ask client for feedback and request permission to use the ad as portfolio material (if permitted).

10) Archiving & follow up (ongoing)

  1. Archive all project files (original assets, proofs, approvals, invoices, publication proof) for at least 6–12 months.

  2. Follow up with client for repeat bookings or cross-channel recommendations (digital/social radio) after campaign concludes.

Sample timelines (quick reference)

  • Simple classified ad: 24–48 hours (if assets + payment received).

  • Small display ad (single revision): 48–72 hours.

  • Full-page or multi-edition campaign (multiple revisions): 4–7 days.
    (Always state newspaper-specific cut-off which may be earlier, e.g., 72–96 hours before printing.)

Optional add-ons & services

  • Rush production (extra fee) to meet tight deadlines.

  • Photography & product retouching.

  • Copywriting for ad text (per line/word or flat fee).

  • Multi-paper distribution bundles & bulk discounts.

  • Response tracking: dedicated phone number, promo codes, QR codes, campaign landing page.

Common FAQs to include in the client packet

  • “What if I miss the ad submission cut-off?” — We’ll offer the next available slot or rush at extra cost.

  • “How many revisions are included?” — e.g., two rounds included; extra rounds billed hourly/flat.

  • “Can you guarantee front page placement?” — Only if the newspaper provides a paid guarantee; otherwise placement is at publisher discretion.

  • “What proof will I receive?” — We provide scanned clipping or publisher affidavit + photo.

Staff checklist (short)

  1. Receive brief → fill booking form → send quote.

  2. Client signs → collect advance → send creative brief.

  3. Receive assets → design proof → client approval.

  4. Pre-press → deliver to paper → confirm delivery.

  5. Collect balance → obtain publication proof → send report & invoice.

  6. Archive files → request feedback.

Explore Our Marketing Services

Businesses that want long-term success often rely on a trusted advertising agency in Bangladesh for strategic growth.
Our digital marketing services help drive traffic and conversions.
We also provide social media growth services to build engagement.
With our Facebook ads solutions, you can scale campaigns quickly.
Our PR services help increase brand trust.

Recommended Guides from Media BD Blog

Read more expert guides on advertising, SEO, Google Ads, social media marketing, and press release publishing in Bangladesh.

📩 Get Free Consultation