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Checklist for Preparing Files for Printing

We check print files for every order before they go to press. This guide is for business owners and designers preparing artwork themselves. It covers document set-up, artwork checks and exporting a print-ready PDF. Work through it before you upload, so your files are accepted first time and print as expected.

How to set up your document

Correct set-up at the start prevents most print problems. Size, bleed and safe zones decide how the finished item is trimmed. Using the printer's template removes guesswork. Set up your document with these steps.

  1. Set the document to the exact finished size of the product.
  2. Add bleed, usually 3mm on every edge.
  3. Mark a safe zone inside the trim edge for text and logos.
  4. Set the colour mode to CMYK for print.
  5. Use the printer's template for folded items and special shapes.

Extend background colours and images into the bleed area. Keep text and important details inside the safe zone. Our guide to common print file problems explains what goes wrong when these steps are missed.

How to check your artwork

A careful check before export catches the errors that cause reprints. Read every word and check every detail at actual size. A second pair of eyes helps. Check each of these points.

  1. Spelling, phone numbers, email addresses and web addresses.
  2. Image resolution at 300 dpi at final size.
  3. Logos supplied as vector artwork.
  4. Small black text set in solid black, not four-colour black.
  5. Lines thick enough to print clearly.
  6. Special finishes, such as spot UV or foil, set up on separate layers.

Print the design at actual size on a home printer to check readability. Ask someone else to proofread contact details. Our guide to optimising images for print covers image checks in more detail.

How to export a print-ready PDF

A print-ready PDF packages your artwork in the format printers expect. The right export settings keep fonts, images and colours intact. Most design software offers a print preset. Follow these steps when you export.

  1. Choose a print preset, such as PDF/X, if your printer recommends one.
  2. Include bleed in the export settings.
  3. Embed all fonts or convert text to outlines.
  4. Keep image compression at high quality.
  5. Export one PDF per item, with pages in the correct order.
  6. Open the PDF and check every page before you upload it.

Name your files clearly, such as "business-card-front-back.pdf". Our design and print team can prepare or check files for you. Our guide to choosing the right print finish helps you plan finishes before export.

Print-ready file checklist

Use this checklist before you upload any print file. Each item reflects a common printer requirement. Tick every line before you order.

  • Document set to the finished product size
  • 3mm bleed added and artwork extended into it
  • Text and logos inside the safe zone
  • CMYK colour mode
  • Images at 300 dpi at final size
  • Contact details proofread by a second person
  • Special finish layers set up separately
  • Fonts embedded or outlined in the PDF
  • PDF exported with bleed and checked page by page

Good to know

Print file checklist FAQs

What is a print-ready PDF?+

A print-ready PDF is a file set up to the printer's requirements, with no further changes needed. It includes the correct size, bleed, colour settings and embedded fonts. Images are high resolution. Printers can send it straight to press.

What is the safe zone in print?+

The safe zone is the area inside the trim edge where important content should sit. Text and logos outside it risk being cut off during trimming. Safe zones are usually a few millimetres inside the edge. Check your printer's template for the exact measurement.

Can you check my print files for me?+

Yes, our team checks print files before every order. We flag problems with size, bleed, resolution, colour and fonts. We can also prepare files from your design or brief. Contact our design and print team to discuss your order.

Keep this checklist with your print templates and artwork files. Share it with anyone who prepares print files for your business. So you can supply print-ready files that are accepted first time and print exactly as planned.

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