How to prepare a final file for print

Do you know what artwork or a final file is? All the work invested in creativity, design and production of a printed piece can be compromised if the document sent to print is not correctly prepared.

We want to explain why and how your business should prepare a file for print.

Why is it important to know how to prepare a file for print?

Printing is a complex technical process, so it is essential to meet a series of requirements and procedures. Different printing machines have their own specifications and typically operate with multiple variables and processes.

Preparing a file means accurately defining every aspect of the file that will be printed. This includes general guidelines as well as specific requirements related to the printing system, substrates (printing materials), finishes and the nature of each project.

In reality, general rules are simple for professionals, although they may not seem so at first. As a general guideline, it is preferable to work with a PDF in CMYK with 4 colours, set to final size and with an appropriate image resolution: at least 300 dpi. In addition, fonts should be embedded in the PDF or converted to outlines.

If, for example, you need to apply selective varnish or include embossing or debossing, this must also be clearly indicated.

If this is not done properly, one of two things may happen:

1. Print technicians will detect the issue in time and correct it, requesting a new file submission.
2. The issue may go unnoticed, resulting in defective and unsatisfactory print output, often requiring reprinting, with the associated cost, time and service impact.

How should a file be prepared for print?

This process begins once your business has approved the design. What steps should be followed to prepare the final artwork? Take note:

1. Check that the file dimensions are correct. Ensure that size and proportions are accurate, including folded sections and trim formats.
2. Add bleed to the document. This ensures that no unprinted edges appear after trimming.
3. Adjust colour profiles and colour modes according to the technical specifications of the selected printer. In Europe, FOGRA39 and CMYK are commonly used.
4. Review black values, considering whether to overprint or assign them to a separate channel.
5. Check for special inks, such as spot colours (Pantone) or UV varnish (UVI).
6. Verify image resolution.
7. Validate links to fonts, images and graphics. For text-heavy documents, it is preferable to supply fonts used. For image-heavy files, choose between embedding or linking assets, packaging them correctly before sending to print.
8. Include die-cut (continuous lines) and crease/fold lines (dashed lines), ensuring they are set as non-printing guides.

How can Artyplan’s advisors help your business ensure a successful print project?

Do you have questions or lack the necessary experience to prepare print-ready files? Our highly specialised professionals will guide you through the process.

We advise you before preparing the final artwork to resolve any uncertainties, and we can also carry out additional checks once printing is complete.

At Artyplan, we aim to ensure every print project is delivered to the highest standard. A properly prepared final file is essential to achieving this.