What is a print-ready file?

Getting your artwork ready for print can feel confusing, especially when you send a file through and immediately get an email back asking for changes.

We get it! Not every project needs a full custom design setup from us. Sometimes you already have artwork prepared in-house, you’ve used Canva, or a friend or employee has helped put something together.

But for the best possible print result, your file still needs to be prepared correctly.

This guide explains what we mean when we ask for a “print-ready file” and why these things matter. Much of this information is also included in our printed Print-Ready Files guide.

So, what is a print-ready file?!

A print-ready file is artwork that has been correctly prepared for professional printing.

A typical print-ready file will:

• Be set up at the correct finished size
• Include bleed if the design runs to the edge
• Contain high resolution images (usually 300dpi)
• Use vector logos where possible
• Be exported as a print-ready PDF

If these things aren’t set up properly, you can run into issues like:

• White borders after trimming
• Blurry or pixelated images
• Fonts changing unexpectedly
• Colours printing differently to what you expected
• Logos looking fuzzy when enlarged

The good news? Most of these problems are easy to avoid once you know what to look for.

Why we prefer PDF files

What is Bleed?

Bleed is the extra artwork that extends beyond the final trim edge of your document.

Why do we need it?

Because paper can move slightly during trimming. Without bleed, even tiny movement can leave unwanted white edges on your finished print.

For most digital printing we recommend 3mm bleed on all sides

For example:

• Final A4 size = 210 × 297mm
• A4 with bleed = 216 × 303mm

Bleed requirements for signage can vary depending on the product and finishing method. Large format prints often require between 10-30mm bleed. We’ll let you know if your project requires something different.

Keep Important Text Away From the Edge

Even with bleed, important text and logos should sit safely inside the trim edge.

As a general guide: Keep important content at least 5mm inside the trim edge

Fonts Outlined (Converted to Paths)

Fonts used in artwork should ideally be “outlined” or “converted to paths.”

This converts the text into vector shapes so:

• Fonts can’t change
• Characters won’t disappear
• Your design displays correctly on different computers

If fonts are not outlined, there’s a risk that:

• The font may substitute incorrectly
• The spacing changes
• The file doesn’t display properly

If you’re unsure how to outline fonts, don’t panic, just send the PDF through and we’ll assess it.

RGB vs CMYK: Why Colours Can Change in Print

This is one of the biggest causes of unexpected print results.

Screens display colour using light, made up with RGB (Red, Green, Blue)

Printing uses ink in combos of CMYK (Cyan, Magenta, Yellow, Black)

Because screens use light and printers use ink, colours don’t always translate perfectly between the two. This is why:

• Bright neon colours can print duller
• Images may appear darker in print
• Certain blues and greens shift noticeably

Where possible, we recommend supplying artwork in CMYK colour mode

Printed proofs can also be supplied if colour accuracy is particularly important.

PNG Files & Transparent Backgrounds

PNG files are popular because they support transparent backgrounds. That’s great for websites and social media graphics - but can sometimes cause issues in print.

Because PNG files are usually RGB, transparency can sometimes render differently when converted to CMYK during printing. This may result in:

• A faint white box
• A visible edge around the logo
• Colour inconsistencies

For best results:

• Supply logos as vector files whenever possible
• Otherwise use a high-resolution image with a solid background

Screenshots Are Not Suitable for Printing

We know it’s tempting. But screenshots are almost never suitable for professional printing. Screenshots are usually:

• Low resolution
• Heavily compressed
• Too small to scale up

Even if they look sharp on your phone or laptop, they’ll usually appear blurry when printed.

A Quick Note About Canva

Canva can absolutely work for simple print projects - as long as the file is exported correctly. The most common Canva issues we see are:

• PNG files supplied instead of PDFs
• Missing bleed
• Incorrect sizing
• Low resolution images

If you’re using Canva:

• Set your document to the correct final size
• Keep important content 5mm from the edge
• Turn bleed on
• Export as a PDF for Print with crop marks and bleed enabled

That usually gives us a workable file.

A Final Tip: Bigger & Better Quality Is Usually Safer

If you’re ever unsure:

• Supply the highest quality version you have
• Send vector logos if available
• Export as a PDF
• Include bleed

And if you’re still stuck, just ask.

We’d much rather help sort your files before printing than have you disappointed with the finished result.