Many business owners will understand the frustration that can come with ensuring your print files are correctly appeared. They know all too well that correctly prepared files can make the difference when it comes to achieving a high-quality final product.
Whether you need brochures, business cards, posters, or corporate reports, setting up your files properly will help you avoid common printing errors and ensure a smooth production process.
But it is easy to get it wrong.
At A Team Printing, we’ve had over 25 years experience helping businesses looking to print documents professionally. One aspect of our job is to help walk you through the essential steps to prepare your files for print.
8 Important Factors to Understand when Preparing Your Files
Understanding Print Specifications
Before submitting your files to a printing company, it’s important to understand their specific requirements. Different printers may have different guidelines, so always check with your print provider before finalising your files.
Key specifications to consider include:
- File Format – Most professional printers prefer files in PDF format, as it preserves formatting and ensures consistency across different devices.
- Colour Mode – Print files should be in CMYK (Cyan, Magenta, Yellow, and Black) rather than RGB (Red, Green, Blue). CMYK is the colour mode used for printed materials, while RGB is used for digital screens.
- Resolution – Images should be at least 300 DPI (dots per inch) to ensure they print clearly without appearing pixelated.
- Bleed and Trim – Most printers require a bleed area of 3mm to ensure that designs extend fully to the edge of the printed page without white borders.
Choosing the Right File Format
While PDFs are the industry standard for printing, other file formats may also be acceptable, depending on the project:
- PDF (Portable Document Format) – Preferred for most printing projects as it preserves fonts, images, and layout integrity.
- AI (Adobe Illustrator) – Ideal for vector-based designs such as logos and infographics.
- EPS (Encapsulated PostScript) – Used for high-resolution graphics and vector files.
- TIFF (Tagged Image File Format) – Suitable for high-quality images and photographs.
- JPEG or PNG – Generally not recommended unless high resolution (300 DPI) is maintained.
Always confirm with your printer which file format they require before submitting your files.
Setting Up Your Document Correctly
To avoid issues with layout and scaling, set up your document with the correct dimensions and margins:
- Page Size – Ensure your document matches the intended print size (e.g., A4, A3, business card size, or custom dimensions).
- Margins – Maintain a safe margin (usually 3-5mm) inside the trim line to prevent important text or graphics from being cut off.
- Bleed – Extend background elements or images 3mm beyond the document edges to allow for trimming.
Ensuring High-Quality Images and Graphics
- Poor-quality images can make even the best designs look unprofessional. Follow these best practices:
- Use Vector Graphics – Where possible, use vector graphics (AI, EPS, or SVG formats) for logos and illustrations to maintain sharpness at any size.
- Check Image Resolution – All images should be at least 300 DPI for crisp, clear printing.
- Avoid Compression – Compressed images (such as low-quality JPEGs) can introduce artefacts and reduce clarity.
Choosing the Right Fonts and Embedding Them
Fonts play a crucial role in design, and missing fonts can cause unexpected changes in your printed materials. To prevent font-related issues:
- Use Print-Safe Fonts – Standard fonts such as Arial, Times New Roman, and Helvetica are generally print-safe.
- Convert Text to Outlines – In design programs like Adobe Illustrator, convert text to outlines to ensure fonts remain intact.
- Embed Fonts in PDFs – When saving your file as a PDF, ensure fonts are embedded to preserve their appearance.
Checking Colour Accuracy
Since digital screens use RGB colours and printers use CMYK, colours can appear different in print than on screen.
To achieve accurate colour reproduction:
- Work in CMYK Mode – Set your design software to CMYK mode from the start.
- Use Pantone Colours for Spot Printing – If your design requires specific colours, Pantone spot colours can ensure accuracy.
- Request a Proof – A printed proof from your printer allows you to check colour accuracy before the final print run.
Proofreading and Final Checks
Errors in printed materials can be costly to fix, so thoroughly proofread your files before submission. Things to check include:
- Spelling and Grammar – Use a spell checker and have someone else review the text.
- Alignment and Layout – Ensure all elements are correctly positioned and aligned.
- Image Placement – Verify that images are properly positioned and not pixelated.
- Bleed and Trim Marks – Confirm that these are correctly set up for professional trimming.
Submitting Your Files for Printing
Once your files are finalised, follow these steps for submission:
- Use the Correct File Format – Ensure your file is in the preferred format (PDF, AI, EPS, etc.).
- Compress Large Files – If your file is too large, use ZIP compression or file-sharing services like WeTransfer.
- Include Printing Instructions – Specify quantity, paper type, finishing options, and any special requests. If needed, you may wish to have your printer do a test run to ensure the document turns out as intended.
- Confirm Deadlines – Discuss turnaround times with your printer to ensure your materials are ready when needed.
Working with A Team Printing
At A Team Printing, we specialise in high-quality professional printing services for businesses across Western Australia. Our team can guide you through the process, ensuring your files are print-ready and the final product meets your expectations.
We’ve been working with businesses across Perth and beyond for many years. Our customers regularly comment on the quality of our prints, how quickly we can turn around jobs, and of course, the customer service and expertise of our team.
We offer:
- Expert advice on file preparation
- High-quality printing services for a variety of business needs
- Fast turnaround times to meet tight deadlines
If you need assistance with preparing your files or have any questions about the printing process, contact us today!
Preparing your files correctly for professional printing can save time, reduce errors, and ensure a polished, high-quality final product. By following these steps—checking file formats, setting up documents correctly, using high-resolution images, embedding fonts, and reviewing colours—you can achieve professional-grade prints that effectively represent your business.
For expert printing solutions, the knowledgeable and friendly team at A Team Printing can help bring your vision to life. Visit our website or get in touch with our team to discuss your next project!