Most printing delays and unexpected results come from artwork that was not prepared for production. A design that looks correct on screen can print very differently if the colour mode is wrong, the resolution is too low or the bleed is missing. Checking these details before sending files saves time, avoids reprints and keeps the production schedule on track.
Set up bleed and safe zones before designing
Bleed is the area beyond the trim edge that gets cut away during production. Without bleed, a small shift in cutting can leave a thin white border on a printed piece that was supposed to go edge to edge. For most bags, boxes, labels and tags, a bleed of 3mm on all sides is the standard starting point. Some larger formats may need more.
The safe zone is the area inside the trim edge where all important content should stay. Text, logos, barcodes and critical design elements placed too close to the edge can be partially cut away during trimming. A safe zone of at least 3 to 5mm inside the trim line protects these elements. The bleed extends outward and the safe zone comes inward, and both should be set up in the document before the layout begins.
- Add 3mm bleed on all sides for most standard print formats.
- Keep logos, text and barcodes at least 3 to 5mm inside the trim edge.
- Extend background colours and images into the bleed area so no white edges appear after cutting.
- Set up bleed and safe zone guides before placing any artwork elements.
Convert colours from RGB to CMYK before sending
Screens display colours using RGB, which has a wider range than what printing inks can reproduce. A design created in RGB may look vibrant on screen but appear duller, flatter or with shifted hues when printed in CMYK. Blues can shift towards purple, bright oranges can become muted and certain greens can look quite different from the screen version.
Converting to CMYK before sending the file gives control over how colours will look in print. Some colours may need manual adjustment after conversion to maintain the intended brand impression. If exact brand colours are critical, sharing Pantone references alongside the CMYK values helps the printer match the output more closely to the brand standard.
- Always convert artwork to CMYK before sending for print.
- Check every colour after conversion as values can shift significantly.
- Provide Pantone references for brand-critical colours where exact matching matters.
- Avoid sending RGB files and expecting the printer to convert them without visual checking.
Use vector files for logos and line artwork
Vector files use mathematical paths instead of pixels, which means they can be scaled to any size without losing quality. A logo saved as a vector will look equally sharp on a small sticker and a large paper bag. A logo saved as a low-resolution image will appear pixelated at larger sizes and may print with soft, unclear edges.
Common vector formats include AI, EPS and PDF files created from vector software such as Adobe Illustrator. If a logo is only available as a JPEG or PNG, it should be checked at the actual print size before use. Small logos on business cards may survive as rasters, but large logos on bags, boxes and banners will show quality loss if the file was not created as a vector.
- Use AI, EPS or print-quality PDF files for logos and line artwork.
- Avoid using JPEG or PNG versions of logos for large-format or high-precision printing.
- Check raster images at 100 percent at actual print size before approving.
- Ask your designer to supply vector formats when sourcing logo files.
Check image resolution before sending
Images for print should be at least 300 DPI at the actual print size. An image that looks sharp on a screen at 72 DPI will appear blurry and pixelated when printed at the same physical size. Images sourced from websites, social media or presentations are almost always too low in resolution for quality print output.
Resolution should be checked at the actual output size, not the screen preview. An image that appears fine at a small size in the layout may still be too low in resolution for a larger format. If the original image is not available at sufficient resolution, it may need to be replaced, reshot or substituted with an alternative that meets the print requirement.
- Use images at 300 DPI or above at the actual print size.
- Avoid sourcing images from websites, social media or presentations for print use.
- Check resolution at 100 percent at actual print dimensions before sending.
- Replace low-resolution images rather than upscaling, as upscaling does not restore lost detail.
Outline all fonts before sending the file
Fonts that are not outlined or embedded in the artwork file can cause problems at the printer. If the printer does not have the same font installed, the text may reflow, substitute with a default font or display incorrectly. Outlining converts text into paths so the design looks exactly as intended regardless of which fonts are installed on the production system.
Once text is outlined it can no longer be edited as text, so outlining should be done on a saved copy of the final approved artwork rather than the working file. It is worth keeping an editable version with live text for any future changes and a separate outlined version for sending to the printer.
- Outline all fonts in a saved copy of the final artwork before sending.
- Keep an editable version with live text for future revisions.
- Embed fonts if outlining is not possible in the file format being used.
- Check that no text has reflowed or disappeared after outlining.
Check black settings for deep backgrounds and large text
A common issue in print files is the difference between single-colour black and rich black. Single-colour black uses only the K channel in CMYK and is best for small body text, fine lines and barcodes. Rich black mixes all four ink channels to create a deeper, denser black and is often used for large headlines or full-bleed dark backgrounds.
Using rich black on small text can cause misregistration, where the colour channels shift slightly and create a blurry or shadowed edge around the letters. Using single-colour black on large backgrounds can look flat and uneven. Checking which black is used where before sending avoids this common print problem.
- Use single-colour black for body text, fine lines and barcodes.
- Use rich black only for large headlines and full-bleed dark backgrounds.
- Check black values in CMYK for every text and background element.
- Avoid using rich black on text smaller than 12 to 14 point.
Send the right file format for the print type
The preferred file format for most print jobs is a high-resolution print-ready PDF with bleed marks and crop marks included. PDFs preserve colour values, font outlines and image resolution in a single file that is easy for the printer to use. Native files such as AI or INDD can also be sent when agreed in advance, but they require the printer to have access to the same software and any linked assets.
For label printing, box dielines or bag templates, the artwork should be placed within the correct structural file provided by the printer. Sending artwork on a blank artboard without the dieline can lead to layout errors that only become visible during or after production.
- Send print-ready PDF files with bleed and crop marks for most print jobs.
- Use the structural dieline or template provided by the printer for boxes, bags and labels.
- Confirm the preferred file format with the printer before preparing the final file.
- Include all linked images when sending native files such as AI or INDD.
Request a proof before approving large or first-time orders
A digital proof shows how the artwork will look when printed and allows a final check of colours, layout, text and bleed before committing to the full quantity. For first-time orders, a physical proof or press proof gives an even more accurate representation of the final output including paper stock, finish and colour on the actual material.
Proofs should be checked under good lighting and against the original artwork file. Common things to check include colour accuracy, text legibility, logo sharpness, barcode scannability, bleed completion and whether any important elements have been trimmed or are too close to the edge.
- Request a digital proof for all new artwork before approving production.
- Request a physical proof for first orders, premium finishes or colour-critical jobs.
- Check proofs under daylight or neutral lighting, not under warm or coloured light.
- Scan barcodes and QR codes on the proof before approving production.
Common questions
What is bleed in printing?
Bleed is the area of artwork that extends beyond the final trim edge. It ensures that background colours and images reach the very edge of the printed piece after cutting, with no white borders.
Why does my printed colour look different from my screen?
Screens use RGB colour which has a wider range than print inks. Converting artwork to CMYK before sending and checking colours after conversion helps reduce the difference between screen and print output.
What file format should I send for printing?
A print-ready PDF with bleed, crop marks and embedded or outlined fonts is the most reliable format for most print jobs. Check with the printer before preparing the file.
What resolution do images need to be for print?
Images should be at least 300 DPI at the actual print size. Images sourced from the web or social media are usually too low in resolution for quality print output.
