Artwork guidelines and file uploads for professional printing

Set up the document before doing any design work

i Set the print settings first, then design inside those settings.

Start by setting the page to the finished printed size. If you are making an A5 leaflet, set the document to A5. If you are making an A4 poster, set the document to A4. This finished size is the trim size: the size the job should be after it has been cut.

Canvas size and orientation

Before adding artwork, choose the size and orientation of the piece you are printing. For example: A5 portrait leaflet, A4 landscape poster, DL flyer or square invitation.

For multi-page items such as booklets, menus, programmes and folded leaflets, set up the page structure, such as single pages, spreads or booklet format, before you start designing.

DPI, PPI and image resolution

When you create a pixel-based document, you may be asked for a resolution. PPI means pixels per inch in the digital file. DPI means dots per inch on a printer, but people often use the two terms loosely.

For most small-format print, set pixel-based documents to around 300ppi at the final printed size. Large-format work may use a lower resolution because it is viewed from farther away. Vector documents are different because the shapes are scalable rather than pixel-based.

Colour mode

Set the document colour mode before adding artwork where your software allows it. For many UK print jobs this will be CMYK, because print is made with ink or toner rather than screen light. For many everyday digital print jobs, RGB can also be OK because the printer can convert it internally. CMYK setup matters most for brand-critical work, colour-sensitive designs and jobs where the printer has specifically requested CMYK.

Other setup checks

Think about how the finished item will be handled. Folded leaflets need fold positions. Booklets need a binding edge. Drilled forms need space for holes. Writable forms need uncoated stock and clear writing areas. These details affect where text, borders, QR codes and logos can safely sit.

Check images at their final printed size

! Images that look fine on screen can still print blurry if they are too small.

Even if the document is set up correctly, placed images can still be too small. Check the effective resolution after scaling, not just the original file information. A 300ppi image enlarged to 200% becomes effectively 150ppi in the artwork.

Zooming in on screen is not a reliable check. View at actual size where possible.

Web images, screenshots and social media graphics are often too small for print. If an image looks blurry when viewed at several times its final print size, it is likely to look soft or pixelated when printed.

Export the file in a print-friendly format

i Export after checking size, bleed, fonts, logos and image resolution.

For UK print businesses, a print-ready PDF is usually the safest and most preferred final artwork format. Other file types may be accepted, but they are more job-dependent.

1. PDF

Best for most print jobs. A good PDF keeps the page size, layout, images, fonts, bleed and export settings together. Use a press-quality or high-quality print preset, include bleed and export with crop marks for trimmed print work.

2. JPEG, only for very simple artwork

A JPEG is rarely the best print handover file. It may be acceptable for a very simple, flattened design or photo, but it is not suitable for editable text, multiple pages, transparent backgrounds or precise vector logos.

AI, EPS or packaged native files

Useful when editable vector artwork or source files are requested. These files can help with logos, cut paths, special finishes or artwork that needs adjustment, but a checked PDF is still usually the safest final proofing and production file.

Clothing and garment branding files

DTF / full-colour garment transfers: a high-resolution PNG with a transparent background is often preferred, usually 300ppi at the final print size. Requirements vary by job, so ask before sending the file if you are unsure.

Choose paper, finish and proofing before approving the job

! Proof approval is the final check before production.

Paper affects how the finished print looks, feels and handles. The same artwork can appear different on uncoated, silk or gloss paper because each surface absorbs and reflects ink differently.

• Uncoated: a natural matte feel, useful for stationery and writable items.
• Silk: a smooth finish with a subtle sheen, often used for leaflets, brochures and invitations.
• Gloss: a shiny finish that can make colours appear more vibrant.

Paper weight is measured in gsm. Everyday documents are often around 80gsm, while flyers, cards and promotional pieces usually feel better on heavier stocks.

Proofing before print

If paper, finish or colour matters, ask for samples or a printed proof before approving the job. A digital proof is useful for checking wording, layout and page order, but it is not a reliable colour proof because every screen is different.

Please check proofs carefully before approving them. Once a proof has been approved, the job will usually be produced from that approved file and there may not be an opportunity to change it afterwards. Missed spelling errors, wrong dates, incorrect page order and screen-only colour expectations are normally the customer’s responsibility after approval.