Artwork Guidelines
This guide will help you prepare and submit print-ready files. Following these guidelines is the fastest way to get a great-looking finished product. If anything is unclear or your file does not match these specs, contact us before you order — we are happy to take a quick look at your file at no charge.
Quick Checklist
Before you submit your file, confirm:
- File is in PDF format (preferred) or another format listed in File Formats.
- Color mode is CMYK (not RGB).
- All images are at least 300 dpi at final size.
- Document size matches the product size you ordered.
- 0.125" bleed on all sides for any color or image extending to the edge.
- Important text and logos are at least 0.125" from the trim edge.
- All fonts are outlined or embedded.
- Layers are flattened (for image-based files).
File Formats
We accept a range of file formats. In order of preference:
- PDF — preferred for almost all jobs. Use the "Press Quality" or PDF/X preset in your design software.
- AI (Adobe Illustrator) — with fonts outlined or embedded.
- EPS — with fonts outlined.
- TIFF or high-resolution JPG — flattened, CMYK, 300 dpi.
- PSD (Adobe Photoshop) — flattened, CMYK, 300 dpi.
We can also work with files from Canva, Word, PowerPoint, and Publisher, but these often need adjustment for print. See Tips by Software below.
Bleed, Trim, and Safe Area
If any color, image, or background extends to the edge of your printed piece, you need bleed — extra artwork that runs past the trim line. Without bleed, you may see thin white slivers along the edge after cutting.
- Bleed: extend artwork 0.125" (1/8") past the trim edge on all sides.
- Trim: the final cut line.
- Safe area: keep all important text, logos, and graphics at least 0.125" inside the trim line. Cutting tolerance is ±0.0625" (1/16"), so anything closer risks being cut off.
Example for a 3.5" × 2" business card: build your file at 3.75" × 2.25" (with bleed), keep the safe area within 3.25" × 1.75", and the final cut will be 3.5" × 2".
Image Resolution
- Photos and full-color images: 300 dpi at final printed size.
- Rasterized text or logos: 1200 dpi for sharpest results.
- Vector graphics (logos and illustrations from Illustrator): resolution-independent — no minimum dpi.
Images downloaded from a website are usually 72 dpi and will look pixelated when printed. If you are unsure, send the file to us and we will check.
Color (CMYK)
All full-color printing uses the CMYK color model (cyan, magenta, yellow, black). Files designed in RGB — the model used for screens — will look different once converted to CMYK, especially bright blues, greens, and oranges.
For best results:
- Set your document to CMYK before you start designing.
- If you have a Pantone (PMS) brand color, look up its CMYK conversion at pantone.com/color-finder — some Pantone colors shift noticeably when converted.
- Do not rely on your monitor for color accuracy. Monitors vary in calibration, brightness, and color temperature.
- If exact color match matters (brand identity, packaging), ask us about a paid hard-copy proof before we run the full job.
Fonts
Fonts must be either outlined (converted to vector shapes) or embedded in the PDF. If we open your file and a font is missing, the layout will reflow and break.
- In Illustrator and InDesign: select all text, then Type > Create Outlines.
- In Photoshop: rasterize text layers or flatten the file.
- When exporting to PDF: use a preset like "Press Quality" or "PDF/X" — these embed fonts automatically.
Borders and Cutting Tolerance
Borders are riskier than they look. Because cutting has a small tolerance (±0.0625"), a border that is the same width on all sides in your file may appear uneven on the cut piece. If you want a border:
- Make it at least 0.25" thick — thinner borders amplify cutting variation.
- Keep the inner edge of the border at least 0.125" from the trim line.
- Understand that small variation between pieces is normal and not considered a defect.
Tips by Software
Adobe Illustrator and InDesign
- Set document color mode to CMYK.
- Set bleed to 0.125" on all sides in document setup.
- Outline fonts before exporting.
- Export as PDF using the "Press Quality" or PDF/X preset, with bleeds enabled.
Adobe Photoshop
- Set document color mode to CMYK.
- Build at final size plus 0.125" bleed on all sides, at 300 dpi.
- Flatten layers.
- Save as PDF (Press Quality) or high-resolution flattened TIFF.
Canva
- Use the correct dimensions when starting your design (Canva Pro lets you set custom sizes including bleed).
- When downloading, choose PDF Print and check "Crop marks and bleed" if available.
- Canva exports in RGB by default; we will convert to CMYK on our end, but expect some color shift — especially in bright blues and greens.
Microsoft Word and PowerPoint
- These programs are not designed for print, but we can usually work with the files.
- Set page size to your final product size before designing.
- Save or export as PDF.
- Be aware that bleed is not supported — we may need to add a small white border or scale your design slightly.
Digital Proofs
For most orders we provide a PDF soft proof by email so you can review the layout before we print. A soft proof shows you the design, sizing, and copy — but it cannot guarantee color accuracy, since the colors you see depend on your monitor and viewing conditions.
If color accuracy is critical to your order, ask us about a hard copy proof — a physical printed sample on the same press and paper as your final job. Hard proofs add a small fee and a day or two to the timeline but eliminate color surprises on large or important runs.
Submitting Your Files
You can send us your files in any of these ways:
- Upload directly during checkout at printannex.com.
- Email small files (under 25 MB) to admin@printannex.com.
- Use a file-sharing link from Dropbox, Google Drive, or WeTransfer for larger files.
- Bring it in on a USB drive at our Kent location.
If you are not sure your file is print-ready, send it our way and ask for a free file check before you order. It saves time and avoids reprints.
Last reviewed: May 2, 2026