Guide
How to prepare print files
A print file can look perfect on screen and fail at the printer. The studio needs a repeatable pre-press check and a client proof that shows what is being approved. This guide covers the file, the proof and the release.
Start from the printer's specification
Get the trim size, the bleed, the safety margin, the colour mode, the stock and the finishing from the printer before the file is built. A file built to the wrong specification is a rebuild, not a correction.
Put the specification in the project folder so the designer and the production artist work from the same number.
Run the file checks
Check the images at the final size, the fonts, the links, the colour mode and the overprint. Use the preflight profile the printer provides, or a documented studio profile.
Check the small details: the page count, the page order, the crop marks, the slug and the barcode. These are the errors that survive a visual review.
Make the client proof
The client proof should show the trim, the bleed and the pages as they will print. Add a note on the stock, the finish and the colour reference so the client knows what they are approving.
If the client needs a physical proof, order it early enough that the approval does not move the press date. A digital proof is faster but less accurate.
Release the approved file
Send the printer the exact file the client approved, with the proof and the approval record. Do not send a newer file after approval without a new proof.
Keep the approved file and the record in the project archive. A reprint should start from the approved version, not from the latest working file.
Questions
What is bleed in print?
Bleed is the extra image or colour beyond the trim line, so the artwork reaches the edge after the page is cut. The printer specifies the bleed, often 3 mm or 0.125 inch.
Should the client approve a digital or a physical proof?
A physical proof is more accurate for colour and stock. A digital proof is acceptable when the client understands the difference and the printer agrees.
What is preflight?
Preflight is the check of a print file for missing images, fonts, colour space and other production issues before it goes to the printer.
Sources
Reviewed November 3, 2026. Public pages can change; check the source before relying on a date or a price.