Before sending any design to print, whether it’s for packaging, brochures, apparel, or business cards, you need to make sure your file is prepared correctly. That’s because print can be unforgiving, and a simple oversight can cost you both time and money. This can be as simple as forgetting to set the right color mode, not including bleed, or similar other things. This checklist walks you through the essential steps every designer should follow to ensure their files print exactly as intended.
Understand the Printing Method You’re Designing For
Printing isn't one-size-fits-all. Different printing methods have unique technical requirements and limitations. You might be working with offset, digital, screen, or pad printing, and other methods will affect your design choices.
For example:
Offset printing is best for high-volume print jobs with consistent color accuracy.
Digital printing suits short runs and variable data projects.
Screen printing works well on textiles and flat surfaces with limited colors.
Pad printing is ideal for curved surfaces, like pens or cups.
Knowing the method helps you decide how many colors to use, what resolution is needed, and which file format to deliver. It also influences cost. For instance, offset printing typically becomes cost-effective only after 500+ units due to setup fees, while digital allows for smaller batches.
Set the Correct Document Size and Include Bleed
A common printing issue is designs that do not account for bleed, trim, and safe zones. Bleed is the extra margin (usually 3 mm) added around the edge of your design to allow for minor cutting inconsistencies. Without it, your final print may have white slivers around the edges.
Trim size: The final dimensions after cutting.
Bleed area: Extends beyond the trim edge (commonly 3 mm or 0.125 inches).
Safe zone: An inner buffer where all important text and logos should remain (at least 5 mm from the trim line).
When setting up your document in Adobe InDesign or Illustrator, make sure the canvas includes bleed margins. Printers expect this, and some reject files that don’t include it.
Use CMYK, Not RGB
Designing in RGB might look vibrant on screen, but printers reproduce color using CMYK (Cyan, Magenta, Yellow, Black). If you send an RGB file, printers automatically convert it, often leading to dull or inaccurate colors.
According to Adobe, CMYK color spaces can only reproduce around 55% of the visible colors that RGB can display. That's why switching your document color mode to CMYK from the beginning is essential.
In Adobe Illustrator: File → Document Color Mode → CMYK.
In Photoshop: Image → Mode → CMYK Color.
Consider using Pantone Matching System (PMS) colors for corporate colors or specific tones to ensure exact print results, especially in brand-critical applications.
Embed or Outline Your Fonts
Fonts and logos can easily disappear or render incorrectly if not handled properly. When preparing brand assets like logos for print, using the right logo maker tools can help ensure your design starts in a high-quality, vector-based format suitable for outlining and printing. If you still think you’ll get unwanted surprises, here are two options.
Embed the fonts in your PDF so they’re preserved when the file is opened on another system.
Convert text to outlines, especially when delivering final files, so the text becomes vector shapes and can’t change.
Most printers prefer outlined fonts to avoid licensing or compatibility issues. Just keep an editable version for yourself in case you need to revise text later.
Check Image Resolution (300 DPI Minimum)
Resolution matters. The common industry standard is 300 DPI (dots per inch) for images in print documents. Anything less will likely result in a blurry, pixelated print.
Make sure any placed images or graphics are at least 300 DPI at the size they'll be printed.
Avoid enlarging low-res web images. They’ll degrade quickly.
Use vector graphics when possible for logos and icons, which scale infinitely without quality loss.
Flatten or Package Your File
To ensure all assets—fonts, images, and layers—are included, package your files before sending them to print.
In InDesign:
File → Package
In Illustrator:
File → Save As → PDF
You can also flatten transparencies if your design includes multiple layers or blending effects. This reduces rendering errors in the final print.
Avoid sending loose files (like .ai or .psd) without fonts and links, as they are prone to breaking.
Proof Your Design—Twice
Proofing is a step that designers often rush or skip. But it's the best way to catch typos, alignment issues, missing images, or incorrect color modes before it’s too late.
Run spell checks—Adobe InDesign includes built-in tools for this.
Review layout elements like spacing, margins, and logo positioning.
Print a test version on your own printer to spot design errors that may not be obvious on screen.
Export to the Right Format (PDF/X-1a Recommended)
PDF is the most widely accepted file format for print-ready documents. Specifically, PDF/X-1a is a standardized version optimized for press workflows:
Fonts are embedded.
Color is CMYK or spot (no RGB).
Images are flattened and compressed.
Transparency is removed, reducing potential errors.
In Adobe software:
File → Save As → PDF → Choose PDF/X-1a:2001 under “Standard”
Summing It Up
Preparing your design for print involves more than aesthetic choices. It's about accuracy, consistency, and technical detail. Following a structured checklist, from setting up your document correctly to exporting to the right format, ensures your printed materials look professional and true to your vision.
Taking the time to prepare properly also protects your client’s investment and your reputation as a designer.
