How to prepare print-ready files

A print-ready file is one that can go to press without changes. Setting it up correctly saves time, avoids extra proof rounds and keeps the finished piece looking the way you designed it. This guide covers what to send, how to set up the file and how to check it before you submit it.

What to send with any file

Include these details with your files or quote request:

• Quantity
• Finished size, both flat and folded
• Page count, for booklets and books
• Paper preference
• Number of ink colors, and any Pantone numbers
• Deadline and delivery address

Preferred file format

A press-ready PDF is the best format. PDF/X-1a or PDF/X-4 settings work well. Fonts should be embedded or converted to outlines, and images should be included at full resolution.

Keep your native files from InDesign, Illustrator, Affinity or Photoshop as well, in case a correction is needed. If you design in Canva, download the file as PDF Print with crop marks and bleed turned on. Word and PowerPoint files can usually be converted, but check the layout carefully on the proof.

Size, bleed and safe area

• Build the document at the final trim size.
• Add 0.125 inch of bleed on every edge where color or images touch the edge of the page.
• Keep text and logos at least 0.125 inch inside the trim line, and 0.25 inch for booklets.
• Include crop marks when you export the PDF.

Images and resolution

Photographs should be 300 pixels per inch at the size they will print. Line art and small text in images should be 600 pixels per inch or vector artwork. Images taken from a website are usually 72 pixels per inch and will print blurry if enlarged.

Color setup

Convert full-color artwork to CMYK. For spot color jobs, name each color with its Pantone number. Use a rich black for large solid black areas and 100% black for small text. Recycled and uncoated papers print colors slightly softer than bright coated paper. Our guide to Pantone color matching explains more.

Fonts and text

Embed or outline all fonts. Avoid very thin type on textured or uncoated stock, where fine lines can fill in. Check spelling, phone numbers, dates and web addresses before you send the file, because the proof you approve is what prints.

Folds, scores and multi-page layouts

Tri-fold panels are not all the same width. The panel that folds inside is slightly narrower so the piece closes flat, so ask for a template before you lay out a folded brochure. Saddle-stitched booklets need a page count that is a multiple of four. Heavy cover stock should be scored before folding to prevent cracking.

How to send files

For large files, use a share link from a service such as Dropbox, Google Drive or WeTransfer, and include the link in the details of your quote request or in an email. Name files clearly with the job name and version number.

Proofing and approval

You will see a proof before the job prints. Check it carefully for text, layout and trim. For color-critical work, ask whether a printed proof is available. The schedule for your job starts when the proof is approved.

Pre-flight checklist

• Document is at the correct trim size
• Bleed is added where color touches the edge
• Text and logos are inside the safe area
• Images are 300 pixels per inch at print size
• Colors are set to CMYK or named Pantone colors
• Fonts are embedded or outlined
• Crop marks are on
• Spelling and contact details are checked

If you do not have a print-ready file

Send what you have, such as a logo, a sketch or an old printed piece. Design help is available, and our design services page explains what is included.