Overview

Printers expect precise, predictable files. Small mistakes—missing bleed, RGB images in a CMYK job, live transparencies or missing finishing notes—can cause delays, reprints and extra costs.

This guide is designed as a practical file-prep checklist you can reuse for every job: invitations, backdrops, posters, banners and any wide-format prints you send to a print shop.

Quick summary: Use PDF/X-4 or high-quality TIFF, include bleed and crop marks, embed/outline fonts, and attach a README with exact size, material and finishing instructions.

Preferred File Formats & When to Use Them

Choose the format based on the printer’s workflow and the type of job.

• PDF/X-4: Best general option. Supports transparency, embedded profiles and vector content. Ideal for invitations, posters, multi-page files and anything with text, logos and images together.
• TIFF (LZW or none): Excellent for single-page, raster-only artwork such as photo backdrops or full-bleed wall prints. Use 16-bit if the printer handles it and the file size is manageable.
• High-quality JPEG: Acceptable for proofs, previews and some wide-format prints when the printer requests it. Use maximum quality and avoid repeated re-saving.
• EPS / AI / INDD: Only when the printer specifically requests source files. Always include a PDF/X-4 reference export alongside the native file.

RGB vs CMYK — What to Send

• Wide-format / roll printers: Many shops work in RGB and convert internally. Default to sRGB unless they provide an ICC profile.
• Offset / sheet-fed CMYK jobs: Follow their CMYK profile (e.g., FOGRA, GRACoL). Convert intentionally and soft-proof before exporting.
• Mixed environments: When in doubt, ask for their preferred profile and send one test file before the full job.

Tip: For products you sell internationally (print-on-demand, multiple labs), keep a master RGB file and create CMYK versions per lab when needed.

Bleed, Trim & Safe Area — Exact Measurements

Bleed prevents unwanted white borders. Safe area protects important content from being cut off due to small shifts at the guillotine.

• Invitations, cards, small prints: 3–5 mm bleed all around; keep critical text 6–8 mm inside the trim line.
• Posters & small banners: 5–10 mm bleed; safe area 10 mm.
• Large-format / roll prints (backdrops, panels): 20–30 mm bleed or according to shop spec. Add extra if the material will be wrapped, stretched or hemmed.

Creating Bleed & Crop Marks in Common Apps

1. InDesign: set bleed in Document Setup, then on export (PDF Print) enable Marks & Bleeds → use document bleed settings and crop marks.
2. Illustrator: set artboard size to final trim, add bleed in Document Setup, and enable bleed + crop marks in PDF export.
3. Photoshop: increase canvas size to include bleed, add guides for trim, design to trim guides, and export with the full canvas. Crop marks can be added in Acrobat or by the printer.

Color Management — ICC Profiles & Soft-Proofing

Color is one of the main sources of surprise. Managing expectations and profiles up front saves reprints.

1. Ask the print shop:
   • Preferred color space (sRGB, Adobe RGB, specific CMYK profile).
   • If they provide downloadable ICC profiles.
   • Whether they make color adjustments or print “as is”.
2. Set your working space (Photoshop / Affinity) according to their recommendation.
3. Soft-proof using their ICC profile for color-critical work: Photoshop → View → Proof Setup → Custom.

Embedding Color Profiles

When exporting to PDF or TIFF:

• Enable Embed Color Profile or “Include ICC Profile”.
• If converting to a destination space (e.g., CMYK), use Convert to Destination and soft-proof first.
• Avoid double conversions (RGB → CMYK → RGB). Keep a clean RGB master file.

Layers, Transparency & Fonts

How you send layers and fonts can affect RIP compatibility and production speed.

• Fonts: prefer embedded fonts in PDF. For safety or when licensing allows, convert text to outlines on the final print file. Always keep a version with live text in your archive.
• Layers: most print shops prefer flattened production PDFs to avoid transparency or blending issues. Only send layered PSD/AI/INDD if requested.
• Transparency: PDF/X-4 supports live transparency, but older RIPs may struggle. If your printer mentions issues, flatten transparency on a copy of the file.
• Overprint & knockouts: check overprint settings for black text and spot colors if working in CMYK or with special inks.

Tip: Before flattening, save a “MASTER_EDITABLE” version of your file in PSD/AI/INDD so you can quickly update text or colors later.

File Naming & Versioning

Clear file names avoid confusion at the print shop and inside your own archive.

• Recommended pattern: Client_Project_Size_Material_V01.pdf (for example: EmmaBirthday_Backdrop_200x150cm_Fabric_V01.pdf).
• Increment versions only when you send new files: V01, V02, V03…
• Use the same root name for:
  • Print file: _PRINT.pdf or _PRINT.tif
  • Proof file: _PROOF.jpg
  • Source file: _MASTER.psd / _MASTER.afphoto

README Template — What to Include (copy & paste)

Attach a short README.txt or include the same info in the email body. This reduces back-and-forth with your print shop.

Project: [Event Name / Client Name]  
File(s): [filename_PRINT.pdf], [filename_PROOF.jpg]  
Final size: [2000 x 1500 mm] (width x height)  
Bleed: [20 mm] on all sides  
Trim size: [2000 x 1500 mm]  
Safe area: [20 mm] inside trim  

Color space / profile: [sRGB] or [CMYK - Profile Name]  
Resolution: [150 DPI for backdrop] / [300 DPI for small prints]  

Material: [PVC banner / polyester fabric / 300 gsm cardstock]  
Finishing: [grommets every 30 cm; 5 cm top pole pocket; sewn hem on all sides]  

Panels / seaming (if any): [Single piece] or [2 panels with 20 mm overlap]  

Proofing: [Please provide small printed proof / color swatch before full run]  

Contact: [Your name] — [Email] — [Phone]  
Notes: [Any special instructions, color references, or mounting details]

Tip: paste this README text into the email as well, so your printer can see it at a glance without downloading anything.

How to Send Files — Best Practices

1. Package files: compress multiple files into a ZIP containing:
   • Print-ready file(s) (PDF/TIFF)
   • Optional low-res proof (JPEG)
   • README.txt
2. Use a transfer service: WeTransfer, Dropbox, Google Drive or your client portal. Use clear folder names and avoid very long URLs in your email.
3. Confirm specs in writing: in your email, restate final size, material and finishing so both sides have a written reference.
4. Ask for proof: for large or color-critical jobs, request a small printed proof or swatch before the full run.
5. Keep sent files organized: archive the same ZIP you send to the printer. If you need a reprint months later, you already know exactly what worked.

Preflight Checks Before Sending to Print

Preflighting is the “last look” before exporting and sending. It can be done manually or with preflight tools (Acrobat, InDesign, PitStop, etc.).

Manual Preflight Checklist

• Zoom to 100% and scan all edges to ensure no accidental white lines or unfilled bleed.
• Check all text for spelling and correct language accents.
• Verify key dimensions (cm/inches) in your design app and again in Acrobat or a viewer that shows page size.
• Confirm image resolution: important photos at or above 150–300 DPI at final size.
• Ensure logos and vector elements are not rasterized at low resolution.

Using Acrobat for Preflight

• Open the PDF in Adobe Acrobat Pro.
• Use the Output Preview to simulate CMYK or printer profile if available.
• Check fonts panel to confirm fonts are embedded or outlined (no “missing fonts” warnings).
• Check page size and trim box vs bleed box to confirm your bleed is present.

Advanced tip: if your printer uses a specific preflight profile (PDF/X standard, local printing standard), ask if they can share it with you so you can run the same checks before sending files.

Recommended Tools & Files

Tools that make file-prep faster, safer and more consistent across different print shops.

Adobe Acrobat Pro

Inspect PDFs, add crop marks, check fonts and simulate print output before sending.

PDF inspection & preflight

Adobe Photoshop

Create bleed, control resolution, soft-proof with ICC profiles and export TIFF/PDF for raster-heavy files.

Raster prep

Adobe InDesign

Best for multi-page layouts, invitations with text, and automated marks & bleeds.

Layout & packaging

SpyderPro / ColorMunki

Calibrate monitors so what you see on screen matches the printer’s output more closely.

Color accuracy

Buy on Amazon

WeTransfer / Dropbox

Fast, reliable file transfer for large print files — send ZIPs with README and proof files.

File delivery

Disclosure: Some links are affiliate suggestions. You can use equivalent tools if you already have a different setup.

Printable Quick Checklist (Copy for Your Job Ticket)

• ✔ Filename indicates project, size and version (Client_Project_Size_V01.pdf)
• ✔ Exported as PDF/X-4 or high-quality TIFF (according to printer spec)
• ✔ Correct final size set (cm/inches) and verified in Acrobat
• ✔ Bleed added (value documented) and crop marks present (when required)
• ✔ Color profile embedded and/or printer ICC mentioned in README
• ✔ Fonts embedded or converted to outlines
• ✔ Layers flattened on production file (editable master archived separately)
• ✔ Critical text and logos inside safe area (no elements too close to trim)
• ✔ README attached with size, material, finishing and proofing notes
• ✔ File transfer link tested and not expired

Download Printable File-Prep Checklist (PDF)

FAQ — File Prep

Can I send RGB files to large-format printers?

Often yes. Many wide-format RIPs accept RGB and convert internally. Always ask your print shop and mention in the README which color space you used (e.g., sRGB).

Do printers prefer layered files or flattened PDFs?

Most production printers prefer flattened, print-ready PDFs (PDF/X) so they can send files straight to the RIP. Keep layered source files for yourself and send them only if the printer asks.

What bleed should I use for fabric backdrops?

Follow the printer’s specific recommendation (commonly 20–30 mm on all sides) because fabric stretches and may need extra allowance for hems or pole pockets.

What if my client wants changes after files are at the printer?

Always keep a master editable file and version numbers. If a change is requested, update the design, export a new version (V02, V03…) and clearly indicate to the printer that the new file replaces the previous one.