How to Prep Files for Print: A Designer's Checklist

After 50+ years of printing in Pittsburgh, we've seen it all. Here's how to avoid the most common file prep mistakes.

You've spent weeks perfecting a design. The colors are dialed in, the typography is crisp, and your client signed off. Then you send it to print—and something goes wrong.

Maybe the colors look muddy. Maybe there's a thin white line at the edge where there shouldn't be. Maybe you get a call from our prepress team asking for a revised file, and your deadline just got tighter.

Here at Broudy, we catch these issues every day—and we'd rather help you avoid them in the first place. Here's the checklist our team wishes every designer knew.

1. Color Mode: CMYK, Not RGB

Your monitor displays color in RGB (red, green, blue). Our presses use CMYK (cyan, magenta, yellow, black). These aren't the same color space—RGB can display colors that ink on paper physically cannot reproduce.

  • What to do: Convert your document to CMYK before exporting. In InDesign or Illustrator, go to File → Document Color Mode → CMYK. In Photoshop, Image → Mode → CMYK.
  • Broudy tip: That neon green that looks electric on screen? It's going to print as a dull lime. If you need vibrant, brand-critical colors, ask us about Pantone spot colors—we run them all the time for clients who need exact color matches.

2. Resolution: 300 DPI Minimum

Images that look sharp on screen (72-150 DPI) will print blurry. Our presses can reproduce incredible detail—but only if the source file has it.

  • What to do: Check your image resolution at 100% scale. In Photoshop, Image → Image Size. If your 2″ x 3″ image is only 150 DPI, it'll print soft.
  • The math: If your image is 600 x 900 pixels, it can print at 2″ x 3″ at 300 DPI. Want it bigger? You need a bigger source file. We can sometimes help source higher-res images if you're stuck.

3. Bleed: Extend Past the Edge

If your design goes to the edge of the page, you need bleed—extra image area that extends beyond the trim line. Without it, even the best cutter leaves white edges.

  • What to do: Add 0.125″ (1/8″) bleed on all sides. A standard 8.5″ x 11″ document with bleed should be set up as 8.75″ x 11.25″. Extend all edge-touching elements into the bleed area.
  • Broudy tip: If you're not sure how to set up bleed, just ask—we'll send you a template for your specific project.

4. Safety Margin: Keep Important Stuff Inside

The flip side of bleed: keep critical content away from the edges. Text or logos too close to the trim line risk getting cut off.

  • What to do: Keep all important elements at least 0.125″ (preferably 0.25″) inside the trim line. This is especially important for pocket folders, brochures, and booklets where multiple folds are involved.

5. Fonts: Outline or Embed

If our system doesn't have your font, it will substitute another—and your design breaks. We've seen beautiful work ruined by font substitution.

  • What to do: Either embed fonts in your PDF (the default in most export settings) or convert text to outlines. For InDesign: Type → Create Outlines.
  • Warning: Once you outline fonts, you can't edit the text. Keep an editable version of your file.

6. Export as PDF/X-1a or PDF/X-4

Not all PDFs are equal. A PDF optimized for web viewing isn't optimized for print.

  • What to do: Export using the PDF/X-1a (safest, most compatible) or PDF/X-4 (supports transparency) preset. In InDesign: File → Export → Adobe PDF (Print) → select the preset.
  • Broudy tip: When in doubt, PDF/X-1a is the safest choice. It's what most of our clients use and it works flawlessly with our workflow.

The Quick Checklist

Before you send that file to us:

  • Color mode: CMYK
  • Images: 300 DPI at final size
  • Bleed: 0.125″ on all sides
  • Safety margin: 0.125″ minimum from trim
  • Fonts: Embedded or outlined
  • Format: PDF/X-1a or PDF/X-4
  • Final proof: Print it on your own printer first to catch obvious errors

Not Sure? Just Ask Us.

Our prepress team reviews every file before it goes to press. But we'd rather spend five minutes answering your questions upfront than deal with a delay or reprint later. That's just how we do things at Broudy.

Have a file you're not sure about? Send it over and we'll take a look—no charge, no obligation.

Broudy Printing has been helping Pittsburgh businesses put their best work on paper since 1969. Ready to start your next project? Get a quote today.