How do I set up print files correctly? A prepress checklist

In short: Print-ready files need 3 mm bleed, a 3 to 5 mm safety margin, CMYK with the print shop's colour profile, images at 300 dpi, embedded fonts and an export as PDF/X-4. Most of the complaints I see are caused by missing bleed and RGB images.

I have been preparing print files for almost 20 years, from business cards to magazines such as the Wohnbau-Magazin or the Austrian Energy Agency report. I check the following points on every job.

1. Plan for bleed

Images and colour areas that extend to the edge must go beyond the final format. 3 mm per side is common; some print shops want 2 or 5 mm. Without bleed, white slivers appear when the sheets are trimmed.

2. Safety margin for text

Text and logos should keep at least 3 to 5 mm away from the trim edge. Bound brochures need more, because the binding takes up space.

3. CMYK and the right colour profile

For offset and digital printing, files are set up in CMYK. In Austria, ISO Coated v2 or PSO Coated v3 are common. RGB images look vibrant on screen but often dull in print, especially greens and blues.

4. Image resolution

300 dpi at final size. A photo from a website usually has 72 dpi and comes out blurry in print. For large formats such as roll-ups or banners, 100 to 150 dpi is often enough because of the viewing distance.

5. Embed fonts

All fonts must be embedded in the PDF or converted to outlines. Otherwise the print shop substitutes missing fonts and the layout shifts.

6. Set up black correctly

Small text in pure black (0/0/0/100), so that no coloured fringes appear. Large areas in a rich deep black, for example 40/30/30/100. Pay attention to your print shop's maximum ink coverage.

7. Export as PDF/X-4

PDF/X-4 with bleed and, if required, crop marks is the standard today. PDF/X-3 flattens transparency and sometimes causes problems with shadows and gradients.

Checklist: are my print files ready for print?

• Final format and bleed correct?
• Safety margin observed?
• CMYK with the print shop's profile?
• Images at 300 dpi at final size?
• Fonts embedded?
• Exported as PDF/X-4 with bleed?

Which print file mistakes aren't on any checklist?

• Fold panels: With a roll fold, the folded-in panel is narrower. If you make all panels the same width, you end up with a leaflet that won't close. One example is the 8-page leaflet for TAA-Haustechnik.
• Page count: Saddle-stitched brochures need a page count divisible by four.
• Proof: For corporate colours, a colour-accurate proof is worthwhile before 5,000 copies are printed.

Frequently asked questions about print files

Can I create print files in Word or Canva?

For simple print products, yes, but bleed, CMYK and correct PDF settings are often missing. For professional results, InDesign is the right tool.

PDF/X-3 or PDF/X-4?

PDF/X-4, unless your print shop requires something else.

Don't want to deal with all of this? I deliver Print media print-ready and coordinate directly with the print shop. Write to me or book a free initial consultation directly.