Ultimate Design Checklist for Print Files

Published on 08-31-2009

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The following is based off of “The Standard, A Sappi Guide to Designing for Print” by Sappi Fine Paper

Here are the most common mistakes made in preparing graphic design files for print. If you are the one sending your files to print, make sure your file doesn’t have any of the following problems:

1. Missing Fonts
So many versions of the same typeface exist, and if a printer substitutes a typeface, they can risk causing the text to re-flow or look different than it was intended to look. Always include the exact fonts used in your files. When you create a PDF, embed your fonts. This ensures that even if the person who opens the document does not have the font you used on their computer that they are able to view and print the file correctly. Convert Illustrator eps text to outlines (but save a version without outlined text in case you ever need to amend it.)

2. Incomplete or Corrupt Files
Before sending, check to see if your file will open correctly and has all necessary pages, images, etc. Make sure your file has the correct file extension: ai, indd, tiff, etc.

3. Missing and Unlinked Graphics
Page layout software may show an image, but the actual file could be missing. It could have become unlinked if it was saved in a folder that differs from the original location. With missing links, graphics will output in low-res or will be blank. Make sure all links are up-to-date.

4. Messy Files
Clean up files before releasing them. When unnecessary colors, layers or images are included with a file, it increases the chance for error at the printer. Remove all unused artwork and colors. Specify colors correctly as “process” or “spot”.

5. Use “Rich Black” for Large Areas of Black
Large, solid black areas and text over 36 points should use Rich Black to prevent the color from looking gray. Rich Black consists of 30% Cyan, 30% Magenta, 30% Yellow, 100% Black. For regular body text, do not use Rich Black.

6. Correct Image Resolution (Always Use 300 dpi)
Any image that is less than 300 dpi will produce a low image quality. 72 dpi is always used for web and should never be used for print. An image resolution greater than 300 dpi will increases the file size and printing time, without increasing the image’s quality. Use TIFF file formats for printing. JPG and GIF are great for the web because the file formats compress, but this is not ideal for printing because a loss of color and detail can occur.

7. Colors Not Converted From RGB to CMYK
Printers print in CMYK format. If you leave images or graphics as RGB they will print with incorrect color settings.

8. B&W Images Saved In RGB Or CMYK
Save black and white images to gray scale in Photoshop. If they are placed in the document as RGB or CMYK files, they will print with some color and will not be true black and white images.

9. Incorrect Page Size Setting
Make sure your document size is your trim size. Incorrect sizing and page settings can’t be fixed by scaling up or down becausing proportions may not be the same.

10. Inadequate bleeds
Bleed photos or other graphics that extend to the edge of a page must be set to overlap the trim margins by an 1/8th (.125) inch to avoid a white line along the edge.

11. Using the Wrong Software
MS Word is great for word processing at your desk, but not for professional work. MS PowerPoint is great for creating slides / transparencies for a presentation but it is not effective for print materials. Appropriate Programs to use:

InDesign or Quark Express: page layout programs. Use for books, catalogs, magazines, and other projects that need multiple pages.

Illustrator: a drawing (vector) program. Use it for drawings, vectors, logos, packaging, posters, and single-page layouts.

Photoshop: appropriate for editing and enhancing images.

12. No Hard Copy Proof
A hard-copy printout lets printers see the final approved document, ceck for errors, and clarify how you inteded the layouts to look. Printouts should be at actual size (100%) if possible, or indicate what percentage of the final size it represents. If the document has multiple pages, show a mock up of how the folding and binding is supposed to look.

13. No Color Mark-Up
In addition to the hard-copy proof, supply a color mark-up with detailed notes so the printer can understand the details of the file. If you are submitting the document electronically, you can mark up a PDF with the details.

14. Failure to Use Pre-flight Software
Use pre-flight or “collect for output” feature in your software. It will help you collect all of the fonts, images, and search for missing items to avoid mistakes.