All images within the file must be set to a minimum resolution of 300 DPI (Dots Per Inch) to prevent pixelation.
The colour profile must be converted from RGB (screen colours) to CMYK (print colours) to guarantee accurate colour reproduction.
Furthermore, a 3mm "bleed" must be added around the entire perimeter of the design, and all text must be converted to outlines so fonts render correctly regardless of the computers used at the print facility.
Failing to meet these specifications will result in print delays and additional graphic design formatting fees.
The Importance of the CMYK Colour Space
One of the most common mistakes in file preparation involves colour profiles.
Computer monitors, smartphones, and televisions display colour using the RGB model (Red, Green, Blue), which utilises emitted light to create vibrant, neon-like shades.
Printing presses, however, use the CMYK model (Cyan, Magenta, Yellow, Key/Black). CMYK uses ink to absorb and reflect ambient light.
Because the spectrum of printable colours is smaller than the spectrum of digital light, a bright neon blue designed in RGB will look dull and muddy when printed in CMYK.
You must convert your design software’s document settings to CMYK before you begin designing to ensure the colours you see on your screen closely represent the final printed product.
Bleeds, Crop Marks, and Safe Zones
Commercial printers print your design onto large sheets of paper, which are then cut down to the final size using a mechanical guillotine. Because the blade can shift slightly (up to 1mm), your artwork must account for this movement:
- The Bleed: A 3mm extension of your background colour or image beyond the final trim size. If the blade shifts outward, it cuts into the bleed rather than leaving an unprofessional white unprinted edge.
- Crop Marks: Thin black lines placed in the corners of your PDF to indicate exactly where the guillotine operator needs to trim the paper.
- The Safe Zone: An internal margin, typically 3mm to 5mm inside the trim line. You must keep all crucial text and logos within this zone so they are not accidentally sliced off if the blade shifts inward.
Font Outlining and Image Resolution
When you send a PDF to a printer, their computer must have the exact same font files installed to read the text correctly.
If they do not, the computer will automatically substitute your elegant corporate font with a generic default font.
To prevent this, you must "Convert to Outlines" (in Adobe Illustrator) or "Rasterize" your text. This transforms the editable text into vector shapes, locking the design in place.
Additionally, all photographs imported into the document must be strictly 300 DPI. Web images are typically 72 DPI and will appear heavily blurred and pixelated when subjected to commercial printing.
Authoritative Design & Print Resources
- Visual Connections: visualconnections.org.au
- Adobe Print Publishing Guide: adobe.com
- Australian Graphic Design Association (AGDA): agda.com.au
Frequently Asked Questions
What is the best file format to send to a printer?
A high-resolution, print-ready PDF is the universal industry standard. Avoid sending native design files (like Word, Publisher, or Canva links) unless explicitly requested.
What does 300 DPI mean?
DPI stands for Dots Per Inch. 300 DPI is the minimum resolution required for sharp, high-quality printing.
Images pulled from websites are usually 72 DPI and are not suitable for commercial print.
What is a print bleed?
A bleed is an extra 3mm of background artwork extending beyond the actual cut line. It ensures that when the paper is trimmed by a guillotine, the colour goes right to the edge without leaving a white border.
Why are my printed colours duller than on my screen?
Screens display colours using RGB light, which is naturally brighter.
Printers use CMYK ink, which has a narrower, darker colour gamut. You must design in CMYK mode to preview accurate print colours.
What are crop marks?
Crop marks (or trim marks) are small black lines located in the corners of your print-ready PDF that instruct the print finishing team exactly where to cut the paper.
Why do I need to convert my text to outlines?
Converting text to outlines transforms fonts into vector shapes. This ensures your typography looks exactly as designed, even if the print shop’s computers do not have your specific font installed.
What is the safe zone in printing?
The safe zone is an internal margin (usually 3mm-5mm from the edge) where all critical text and logos should be kept to ensure they are not accidentally sliced off during the guillotining process.
Can a Shepparton printer fix my artwork for me?
Yes. Most commercial print shops have an in-house pre-press department or graphic designer who can correct bleeds, resolutions, and colour spaces, though this usually incurs an hourly design fee.
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