How to Prepare Artwork for Print: Bleed, CMYK, 300 dpi, Fonts
Quick answer: Build the file at the exact finished size, add 3 mm bleed on every edge, keep text at least 5 mm inside the trim, use CMYK colour, place images at 300 dpi, outline or embed every font (including Devanagari), and export a single PDF. These checks prevent the most common causes of reprints.
A file that looks right on screen can still print wrong. This checklist works for business cards, flyers, brochures, labels and boxes.
The seven checks
- Size. Set the document to the finished trim size. For A4 that is 210 × 297 mm. See the A-series sizes.
- Bleed. Extend background colour and images 3 mm past the trim on all sides. Without bleed, a thin white edge can appear after cutting.
- Safe zone. Keep text and logos at least 5 mm inside the trim, and away from folds.
- Colour mode. Convert to CMYK. Bright screen colours (RGB) can look duller when printed. See CMYK vs Pantone.
- Resolution. Use 300 dpi at the printed size for photos. A small web image stretched larger will print soft.
- Fonts. Outline text, or embed fonts in the PDF. This matters for Nepali: a missing Devanagari font can break conjuncts and matras. Print a proof and read every word.
- Black. Use rich black for large black areas and 100% K for small text, so text stays sharp.
Export the PDF
- Export a single PDF with all pages in order.
- Include crop marks and bleed if the printer asks for them.
- Do not flatten text you may still need to edit; keep a source file.
- Name files clearly: product, size, version.
Special cases
| Job | Extra check |
|---|---|
| Folded brochure | Flat size, fold marks, inside panel narrower |
| Die-cut sticker or box | A separate cut line on its own layer or spot colour |
| Business card | Keep names off the edge; 5 mm safe zone |
| Book | Cover as a separate file; spine width from the printer |
| Labels with legal text | Final text approved before design; see label requirements |
Proof before you approve
Ask for a digital proof of the exact file that will print. Check spelling, numbers, phone numbers, MRP, batch areas and colours. Content you approve in the proof is normally the buyer's responsibility, so confirm the printer's proof policy before you sign off.
Common file problems and how to fix them
| Problem on the proof | Usual cause | Fix |
|---|---|---|
| Thin white edge after cutting | No bleed | Extend the background 3 mm past the trim and re-export |
| Blurry or pixelated image | Image below 300 ppi at print size | Use the original photo, not a small copy; do not stretch it |
| Colours look dull | File built in RGB | Convert to CMYK early and compare against a proof |
| Letters replaced by boxes or a different font | Font not embedded | Outline the text or embed fonts in the PDF |
| Nepali letters break into pieces | Preeti text opened without the font, or an unsupported font | Convert to Unicode and use a Devanagari font that supports conjuncts |
| Text cut off at the edge | Text too close to the trim | Keep 5 mm inside the trim |
| Thin lines disappear | Line weight below about 0.25 pt | Make lines at least 0.25 pt, or 0.5 pt on rough paper |
| Large black areas look washed out | Single black only | Ask the printer for a rich black on big solid areas |
| A brand colour looks different | RGB or wrong CMYK mix | Specify Pantone or CMYK values; see CMYK vs Pantone |
| Shadow or transparency prints as a hard box | Transparency flattened badly | Export with the printer's PDF preset or flatten in advance |
Setting up in common programs
- Canva: set a custom size in the final trim size, turn on the print-bleed option, and download as a print-quality PDF with crop marks and bleed. Canva designs are RGB, so ask for a proof if colour is critical.
- Photoshop: set the document to the finished size plus bleed at 300 ppi, CMYK mode, and flatten only a copy.
- Illustrator: set the artboard to the trim size, add 3 mm bleed in document setup, create outlines for type and save as PDF.
- CorelDRAW: convert text to curves, add bleed in page setup, and export a PDF with embedded fonts.
- InDesign: set bleed in document setup, use the Package command to collect fonts and links, and export an Adobe PDF preset for print.
- Word: fine for office documents, but it does not handle bleed or colour well. Export to PDF and ask the printer if that is acceptable.
Preflight in five minutes
Before you send the file, open the PDF and check:
- Page size matches the finished size plus bleed.
- Zoom in to 200% on photos and the smallest text.
- Read every word aloud, including phone numbers and dates.
- Check that fonts display, especially Nepali text.
- Compare against the printer's template if you were given one.
How to send files
Send one folder with the final PDF, the source file, and fonts or links if the printer needs them. Use clear file names such as `visiting-card-85x55-v3-final.pdf` so that the right version is printed. Large files are best shared by a cloud link; confirm the printer received the whole file and not a preview.
A worked example
A shop wants 1,000 A5 flyers (148 × 210 mm), full colour on both sides.
- Finished size: 148 × 210 mm.
- Document size with bleed: 154 × 216 mm (3 mm on each side).
- Safe area for text: 138 × 200 mm (5 mm inside the trim on each side).
- Images: a photo that will fill the whole flyer needs at least 1,819 × 2,551 pixels for 300 ppi over 154 × 216 mm. The calculation is 154 mm ÷ 25.4 × 300 and 216 mm ÷ 25.4 × 300.
- Fonts: English in an outlined font, Nepali in a Unicode Devanagari font and outlined in the PDF.
Applying the same checks to a brochure, book or box only changes the sizes and adds the dieline or fold marks.
Frequently asked questions
Can I send a Word or Canva file?
Many printers accept them, but a print-ready PDF with bleed gives fewer surprises. Ask the printer what they prefer.
What is bleed?
Extra artwork beyond the trim edge so cutting does not leave white borders.
Why does my colour look different in print?
Screens use RGB light; print uses CMYK ink. Ask for a proof if exact colour matters.
Send your files
Share your artwork with Thankyooou with the size and quantity, and follow how to request a printing quotation.
Sources
- ISO paper sizes — Markus Kuhn, University of Cambridge — A-series dimensions.