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How to prepare a print-ready PDF

A print-ready PDF is a file we can print without changing anything. Getting it right avoids delays, extra design charges and surprises when you collect. Here is the process, step by step, whatever software you use.

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1. Set the document to the finished size

Start with the exact trimmed size of the item: 90 x 50mm for a business card, 148 x 210mm for A5, 210 x 297mm for A4. Do not design on an A4 page and hope it gets scaled down – text and margins will end up the wrong size. If you are using Canva, choose a custom size in millimetres. In Word, set the page size under Layout.

2. Add bleed and keep a safe zone

Add 3mm bleed on every edge (so an A5 file becomes 154 x 216mm) and extend background colours and images into it. Keep text and logos at least 3–5mm inside the trim line. In InDesign and Illustrator, set bleed in the document setup. In Canva, switch on 'Show print bleed'. See bleed, trim and safe zone explained.

3. Check colour and images

  • Use CMYK colour where your software allows it – see CMYK vs RGB.
  • Make sure photos are about 300dpi at their printed size – see image resolution and DPI.
  • Use a vector logo (AI, EPS, SVG or PDF) rather than a small JPEG.
  • For large black areas, plain black (K 100%) is fine for text; ask us about rich black for big backgrounds.

4. Export the PDF

  • InDesign / Illustrator: File > Export > Adobe PDF (Print), preset 'High Quality Print' or 'PDF/X-1a', tick 'Use document bleed settings' and add crop marks if you like.
  • Canva: Download > PDF Print, tick 'Crop marks and bleed'.
  • Word: File > Save As > PDF, choose 'Standard (publishing online and printing)'. Word cannot add bleed, so keep designs away from the edges or ask for design help.
  • Affinity: Export > PDF, preset 'PDF (for print)', include bleed.

5. Final checks before uploading

  • Open the PDF and zoom to 100% – is everything sharp?
  • Are all pages in the right order, one page per side?
  • Are fonts embedded (check File > Properties > Fonts in Acrobat Reader)?
  • Have you proofread names, numbers, dates and prices?

Then upload at checkout in the shop. If you are stuck, our design help can prepare the file at extra cost.

Frequently asked questions

Can I send a JPEG or PNG instead of a PDF?
For simple items, a high-resolution image at the right size can work, but a PDF is more reliable, especially for text.
Do I need crop marks?
They are helpful but not essential, as long as the file has bleed and is the correct size.
What happens if my file is not print-ready?
The team contacts you before printing. Fixing it may delay the start of production, and design work is charged extra.