We see it every week: a client sends in a beautiful design, but when we open the file, it’s set to RGB colour mode at 72 DPI with no bleed. The result? Delays, colour shifts, and sometimes costly reprints.
Whether you’re a graphic designer, a marketing coordinator, or a business owner who designs in Canva, this guide will help you prepare files that are truly print-ready — saving you time, money, and headaches.
1. Resolution: 300 DPI Is the Standard
DPI (dots per inch) determines how sharp your print will look. For standard commercial printing (business cards, flyers, brochures, posters up to 24″), you need a minimum of 300 DPI at the final output size.
For large format printing (banners, signs, trade show displays), 150 DPI at final size is acceptable because these are typically viewed from a greater distance.
Common mistake: Designing at screen resolution (72 DPI) and then scaling up. This always results in pixelated, blurry prints. Always set your document resolution before you start designing.
2. Colour Mode: CMYK, Not RGB
Screens display colour in RGB (Red, Green, Blue). Printers use CMYK (Cyan, Magenta, Yellow, Key/Black). If you send us an RGB file, the colours will shift when converted — bright greens become muted, vibrant purples turn muddy.
Always design in CMYK from the start. If you’re matching specific brand colours, provide PMS (Pantone Matching System) numbers and we can match them precisely.
3. Bleed: Add 0.125″ (3mm) on All Sides
Bleed is the area of your design that extends beyond the trim line. It ensures that when we cut your print to its final size, there are no white edges.
Set up your document with 0.125″ (3.175mm) bleed on all four sides. Extend your background colours, images, and any edge-to-edge elements into the bleed area. Keep all important text and logos at least 0.25″ (6mm) inside the trim line — this is called the “safe zone.”
4. File Formats We Accept
Preferred: PDF (press-quality or high-resolution), AI (Adobe Illustrator), EPS Accepted: JPG (300 DPI, CMYK), PNG (300 DPI, for elements with transparency) Not recommended: Word documents, PowerPoint files, low-res screenshots
When saving as PDF, use the “Press Quality” or “High Quality Print” preset. Embed all fonts or convert text to outlines to avoid font substitution issues.
5. Fonts: Outline or Embed
If we don’t have the same fonts installed on our system, your text may reflow or substitute with a different typeface. To prevent this, either convert all text to outlines (paths) in Illustrator/InDesign, or embed fonts in your PDF.
6. Image Placement: Embed, Don’t Link
If you’re working in Illustrator or InDesign and placing images, make sure they’re embedded in the file rather than linked. Linked images that aren’t packaged with the file will show up as missing on our end.
7. Proofing Before You Send
Before submitting your file, zoom in to 100% and check for: spelling errors, correct phone numbers and addresses, proper logo usage, image quality (no pixelation), and correct colour mode.
At 1 Stop Print & Signs, we review every file before production and will flag any issues — but catching them early saves everyone time.
Need Help With Your Files?
We offer basic file preparation services and can make minor adjustments to get your artwork print-ready. For major design work, we’re happy to recommend local graphic designers we trust. Contact us with your project and we’ll let you know exactly what we need.