The Complete Guide to Artwork Preflight and Print Prep: 7 Steps to Save on Reprinting Costs

Preflight tools in Acrobat and professional layout software can instantly scan for issues that are hard to spot with the naked eye, such as low-resolution images, RGB colors, missing fonts, and excessive ink coverage. Running a preflight check on your PDF before submission is the highest-ROI step on this list

Don't worry if you don't understand the preflight report. Simply send it along with your files to the print shop for confirmation—asking questions upfront is always cheaper than arguing over a ruined print run

Ensure the document's color space is set to CMYK. Convert all RGB images and visually verify that key colors haven't shifted; bright, fluorescent colors will inevitably turn dull after conversion, so crucial brand colors should always be specified using Pantone swatches

Black should be used in two ways: use K100 black for small text and fine lines to avoid registration issues and blurriness; use Rich Black for large color blocks to get a deep, solid black. Confusing these two is the most common printing mistake for blacks

If fonts are missing, they will default to system fonts when the print shop opens your file. Outlining text solves this permanently but makes the text uneditable; embedding fonts in the PDF keeps the files editable but requires checking that the license allows embedding. You must do one or the other before submission—never leave it to chance

Always remember to keep a working file with live text before creating outlines, so you don't have to redesign the layout if you need to edit the text later

If you place images as links in Illustrator without packaging them, they will show up as blank gray boxes when opened on another computer. Before handing over files, use the 'Package' function to collect all fonts and linked images, or simply embed all of them

Standard print resolution is 300dpi, though large-format printing can be relaxed depending on the viewing distance. Web-sourced 72dpi images will look blurry and pixelated when scaled up for print, without exception

Shadows, gradients, and overlapping transparent elements must be flattened during output; improper handling can cause banding or white lines. Saving your print PDF using the correct standards (such as PDF/X) will eliminate the majority of transparency issues

For files requiring white ink, spot varnish, or die-cut plates, separate each finish into its own layer, label them with spot colors, and double-check your overprint settings. Errors on special plates are virtually invisible on screen and can only be prevented through disciplined checking

Ensure the document size is the trim size plus bleed, the bleed actually extends outward, critical text and graphics are within the safe zone, and the page count and order are correct. These four checks are purely mechanical—just do them

Label files clearly with the item name, dimensions, quantity, and version (avoiding 'final2_really_final' tragedies). If you are sending multiple files, attach a file list to reduce the chance of the print shop using the wrong file to near zero

Digital proofs verify layout and content, contract proofs check color accuracy, and press proofs are the most accurate but also the most expensive. Choose the proofing level based on the project's color sensitivity—never cut corners on key brand assets and packaging

Proofs must be reviewed under standard lighting conditions; once signed and returned, the proof becomes the final standard for acceptance. If you go straight to press without proofing, resolving color deviation disputes is virtually impossible