How to Prepare Print Files: A Complete Guide for Graphic Designers and Marketing Teams

Whether you are printing business cards, brochures, posters, catalogs, or books, submitting a properly prepared file guarantees precision, professional results, and saves time and money.

1. Choosing the Right Software Use professional programs for preparing your print files:

• Adobe InDesign – for multi-page layouts.
• Adobe Illustrator – for vector designs (logos, business cards).
• Adobe Photoshop – for photo editing.
• Affinity Suite, CorelDRAW, Scribus – suitable alternatives.
• Canva – you know our opinion on Canva, but if you use it, at least export your file as PDF for Print.

2. Color Modes

• CMYK (Cyan, Magenta, Yellow, Key/Black) – this is the standard for offset and digital printing.
• Never use RGB – colors may shift when printed.
• Check if black is "rich black" for depth or "true black" depending on the context.

3. Sizes and Bleeds

• Bleed: Typically, 3–5 mm on each side is added to prevent white edges after trimming. 3 mm is sufficient in most cases.
• Safe zone: Keep at least 5 mm internal margin from all edges so that important text or logos are not cut off.
• Final size: The final trimmed size – make sure it is clearly defined.

4. Resolution

• Print requires a minimum of 300 DPI (dots per inch).
• Low-resolution images will appear pixelated or blurry.
• For large formats (e.g., billboards, banners), 150 DPI may be acceptable if viewed from a distance. Use scale 1:10.

5. Fonts

• Embed fonts in the file or convert them to outlines to avoid font substitution or missing fonts.
• Use licensed fonts and ensure they are legible.

6. Final File Format Preferred file formats for printing:

• PDF/X-1a or PDF/X-4 – standardized PDF formats for printing.
• TIFF – lossless quality (especially for images).
• EPS – suitable for vector graphics.
• AI, INDD – sometimes accepted, usually with embedded elements and fonts.
• Do not send Word, PowerPoint, or JPEG files unless pre-approved.

7. File Check Before Submission Before submitting your file:

• Make sure all images are in CMYK and 300 DPI.
• Check for cropped or misplaced elements.
• Ensure there are no missing links or fonts.
• Page order: For multi-page files, provide the correct sequence and clearly labeled covers.

8. File Naming

• Name your files clearly and descriptively.

9. Communication With Us

• Don’t hesitate to ask questions (format, bleed, color profiles).
• Confirm paper type, finishing effects (lamination, UV), if any. For enhanced printing, include a separate layer in the file, usually in magenta.

Using these guidelines, you can create an office checklist to streamline your file preparation process. With a proper final check, you’ll handle print jobs confidently and accurately.

Keep in mind that offset printing has stricter and more specific requirements than digital printing – we’ll cover that in another guide.

1. Color Preparation – CMYK and Pantone

• Use CMYK, not RGB.
• If using spot colors (Pantone), they must be set as Spot Color, not CMYK simulations.
• This is often needed for brand colors where 100% consistency is required.
• Do not mix Pantone and CMYK unless agreed with the printer – this can result in costly or incorrect output.

2. Overprint and Trapping

• Overprint: Check if elements (especially black text) are mistakenly set to overprint – this could cause them to disappear on colored backgrounds.
• Trapping: A slight overlap between colors to prevent white lines due to misregistration. Most RIP systems handle this automatically, but critical areas may need manual setup.

3. Raster and Line Art

• Use raster images with at least 300 DPI.
• Line art should be vector-based.
• Avoid very thin lines (<0.25 pt), especially in light colors on dark backgrounds – difficult to reproduce in offset.

4. Black Ink and Rich Black

• Use Rich Black for large black areas – gives deeper and more solid blacks.
• For text, always use pure black (100% K) without CMY components – prevents blurring from misregistration.

5. Pages and Imposition

• For multi-page documents:
  • Send pages individually, in correct order.
  • Do not impose; we handle prepress layout depending on the machine.
• If using lamination, embossing, varnish, etc., provide a separate spot layer, clearly named.

6. File Formats and Compatibility

• Use PDF/X-1a:2001 – the industry standard for offset printing.
• All images should be embedded.
• All fonts – embedded or converted to outlines.
• Avoid transparencies – offset RIP systems may not handle them well.

Preparing files for digital printing is more flexible and faster compared to offset, but still requires attention to detail for high-quality output.

Key differences:

• Digital printing allows small print runs (1–500 copies).
• Faster turnaround.
• Personalization is possible (e.g., variable data printing).
• Greater flexibility with material types.

For important orders, request a printed sample to verify colors, trimming, sharpness, and layout accuracy before final production.

For more details, browse the products at Print.bg.