Few things are more disappointing than receiving freshly printed materials that do not look quite right—colours that appear off, text that shifted, or images that turned out blurry. These issues usually do not come from poor printing, but from files that were not properly prepared. A well-designed layout can only shine when the technical setup behind it is just as polished.
For any business investing in professional printing, understanding how to prepare files correctly is a smart move. It helps avoid costly reprints, keeps timelines on track, and ensures that every piece looks professional and consistent with your brand. Here’s how to prepare your files for printing:
- Set the Right Document Size and Bleed
Every printed material has a final trimmed size, but the design should extend slightly beyond the cut line. Add a bleed of around 3 mm on each side to prevent thin white borders after trimming. This simple step helps maintain a clean, professional finish, especially for edge-to-edge designs like posters or flyers.
- Choose CMYK for Colour Accuracy
Printers use inks in CMYK (cyan, magenta, yellow, and black), not RGB (red, green, blue) like screens do. Converting your artwork to CMYK before submitting it ensures colours appear consistent when printed. Designs left in RGB often look brighter on screen but duller in print, so it is important to match your colour settings from the start.
- Use High-Resolution Images
Blurry images can ruin an otherwise great design. Make sure all images are at least 300 dots per inch (DPI) at the size they’ll be printed. This level of detail prevents pixelation and keeps your visuals sharp and professional, whether you’re printing a small postcard or a large banner.
- Embed Fonts or Convert Them to Outlines
Fonts play a big role in how your brand would be perceived. To avoid font substitution errors during printing, embed them in your file or convert your text to outlines. Doing so ensures your typography stays exactly as intended, even if the printer does not have your chosen font installed.
- Include Crop and Registration Marks
Crop marks guide the printer on where to trim your design, while registration marks ensure colour alignment. They may seem minor, but these indicators are essential for precise results, especially in multi-page or multi-colour projects.
- Check Colour Proofs and Review Text Carefully
Before approving a print job, review a digital or physical proof. Colour proofing tools can help you catch tone inconsistencies, while a detailed review of your text prevents typos and outdated information from slipping through. Double-checking every detail helps you avoid reprints and added costs.
- Export in a Print-Ready Format
When everything looks perfect, save your file in a print-ready PDF format. Make sure the bleed, crop marks, and fonts are included. PDFs are preferred in managed print services because they preserve layout accuracy and ensure compatibility with most professional printers.
Simplify Printing with Professional Support
Preparing print files is a skill that improves communication with your printer and guarantees your materials always meet professional standards. However, you do not have to do it on your own. You can partner with professionals for the technical side of printing.
Emmpressit offers comprehensive managed print services, from design to production, ensuring accuracy and efficiency every step of the way. We help businesses manage print services through reliable support, quality control, and attention to detail.