Why Proper File Prep Matters
You’ve spent time perfecting your design. Now make sure it prints perfectly, too. Improper file setup can delay production, lead to extra costs, or result in printed materials that look different than you imagined. Whether you’re printing business cards, labels, brochures, or packaging, following a detailed print checklist helps ensure your files are ready for press.
At Royal Printers, we help businesses across Vancouver and beyond achieve print perfection. This guide outlines the key things to know before sending files to press so you can avoid surprises and stay on schedule.
1. Use the Correct File Format
When preparing files for print, always export to a print-friendly format. We recommend:
- PDF (Preferred): Maintains formatting and supports bleed settings.
- AI or EPS: Great for vector designs, especially logos.
- TIFF: High-resolution images without compression artifacts.
Avoid: PNGs, JPEGs, and Word documents for final print submission because they often lack resolution and print-specific settings.
2. Design in CMYK, Not RGB
Printers use CMYK color mode (Cyan, Magenta, Yellow, Black), not RGB, which is meant for screens. If your file is in RGB, the colors may shift when converted. Always:
- Start your design in CMYK.
- Use Pantone Matching System (PMS) for brand color consistency.
Tip: If you’re unsure about color fidelity, ask about press proofs or printed samples.
3. Include Bleed and Set Trim Properly
One of the most overlooked steps in the print-ready file checklist is setting bleed and trim correctly.
- Bleed: Add 0.125 inches beyond the trim edge. This ensures your artwork extends to the edge of the paper after cutting.
- Trim Line: The final size of your printed piece.
- Safe Zone: Keep text and key elements at least 0.125 inches inside the trim line to avoid accidental cutting.
Example: For a 4 x 6 inch printed postcard, your file should be sized to 4.25 x 6.25 inches with bleed.
4. Use High-Resolution Images
Blurry prints happen when low-resolution images are used. Always aim for:
- 300 DPI (dots per inch) at final size for all images and graphics.
- Avoid scaling up images beyond their original size.
Common issue: Pulling images from websites (usually 72 DPI) results in poor print quality.
5. Outline Fonts or Embed Them
Missing fonts can ruin a layout. Avoid font substitution issues by:
- Outlining fonts in Illustrator or InDesign before saving as a PDF.
- Embedding fonts when exporting to PDF to preserve appearance.
Best practice: Send a packaged file with all fonts and linked images if using native design files.
6. Check Color Contrast and Readability
This step is crucial for printed marketing materials, labels, and signage. Make sure:
- There is enough contrast between background and text.
- Thin fonts or light text on light backgrounds are avoided.
- Font size is legible for your medium (for example, 10pt or larger for brochures, 5pt or larger for labels).
7. Double Check Spelling and Contact Info
It may sound obvious, but it’s one of the most common print errors. Before hitting send:
- Proofread all content.
- Confirm phone numbers, emails, and URLs are accurate.
- Ask someone else to do a final review. A fresh set of eyes can spot hidden mistakes.
Bonus tip: Print a draft on your office printer to physically review layout and spacing.
8. Understand Print Specs and Finishing Options
Each print project may require unique specs. Confirm the following with your print provider:
- Paper stock (such as uncoated, gloss, recycled, Sugar Sheet™)
- Coating options (like matte, UV, or soft-touch)
- Binding type (such as saddle-stitched, coil, or perfect)
- Label adhesives (for example, permanent or removable)
- Special finishes (such as foil stamping or embossing)
9. Ask About Prepress Review or Proofing
Even well-prepped files can benefit from an extra check. At Royal Printers, we offer:
- Prepress review to flag issues before printing
- Digital proofs to confirm layout and color
- Hardcopy proofs (optional) for color-critical projects
This final step helps prevent production delays and ensures your printed product looks exactly how you expect.
10. Communicate Clearly with Your Printer
Clear communication is key to a smooth printing process. Provide your printer with:
- File names and versions
- Desired quantity
- Finished size
- Paper stock and finishing details
- Delivery or pickup instructions
- Deadline
Need help setting up your file? Our Vancouver-based team is happy to assist.
Contact us: Contact Royal Printers
Conclusion: Set Yourself Up for Print Success
Getting your files print-ready is more than just saving as a PDF. By following this print checklist, you’ll avoid costly errors, reduce turnaround time, and ensure your finished product looks exactly as intended.
At Royal Printers, we don’t just print. We guide you every step of the way. Whether you’re a graphic designer, marketing team, or business owner, we’re here to make printing easy and stress-free.
