Print-Ready File Checklist: CMYK, 300 DPI, Bleed and PDF Settings

Most print problems — dull colours, white edges, blurry logos, missing fonts — come from the file, not the printer. A print-ready file saves you design charges, delays and reprints. Use this checklist before you send artwork to any print shop.

The 10-point print-ready checklist

1. Correct finished size set as the document size (for example 210 × 297 mm for A4).
2. 3 mm bleed on every edge where colour or images touch the edge.
3. Safe zone of 3–5 mm inside the trim line for all text and logos.
4. CMYK colour mode, not RGB.
5. 300 DPI images at the size they will be printed.
6. Vector logos (AI, EPS, SVG or PDF), not screenshots or WhatsApp images.
7. Fonts embedded or outlined so the text cannot change on the printer's computer.
8. Black text set to plain black (K only), not a four-colour mix.
9. Spelling, numbers and QR codes checked on a printed copy.
10. Exported as a high-quality PDF, ideally PDF/X if your software offers it.

Bleed, trim and safe zone explained

Guillotines and cutting machines are accurate, but not to the fraction of a millimetre. If your background colour stops exactly at the edge, a slight shift during cutting leaves a thin white line. Bleed solves this: extend colours and images 3 mm past the edge and let the printer trim them off.

The safe zone is the opposite problem — keep important content far enough inside the edge that a small shift does not cut into it.

Item	Finished size	Document size with bleed
A4 flyer	210 × 297 mm	216 × 303 mm
A5 flyer	148 × 210 mm	154 × 216 mm
Visiting card (3.5 × 2 in)	88.9 × 50.8 mm	94.9 × 56.8 mm

For card-specific sizes, see our visiting card size guide.

CMYK vs RGB

Screens create colour with light (RGB). Printers create colour with four inks: cyan, magenta, yellow and black (CMYK). Some bright RGB colours — vivid blues, greens and oranges — simply cannot be printed with CMYK inks and will look duller on paper.

• Set your document to CMYK before you start designing, so you see realistic colours.
• If your brand colour must match exactly every time, specify a Pantone (spot) colour and ask whether the shop can print it.
• Expect slight colour variation between digital and offset presses and between paper types. Coated paper shows richer colour than uncoated.

Resolution: why 300 DPI

Images need about 300 dots per inch at their final printed size to look sharp at reading distance. A photo that looks fine on a phone may be only 72–150 DPI when enlarged to A4. Large formats viewed from a distance, such as flex banners and hoardings, need much less — often 72–150 DPI at full size is enough.

• Never upscale a small image to "make" it 300 DPI; it will just look soft.
• Avoid images saved from WhatsApp or social media — they are compressed.
• Ask for the original logo file from whoever designed it.

Fonts and text

• Embed fonts in the PDF or convert text to outlines. Otherwise the printer's software may substitute a different font.
• Keep body text at least 8 pt on paper and thin fonts a little larger.
• Hindi and other Indian scripts: check that conjuncts and matras render correctly in the exported PDF, not just in your design tool.

Exporting from common tools

Canva

Choose "PDF Print", tick "Crop marks and bleed", and select CMYK if your plan offers it. Make sure the design was created at the right size with bleed shown.

Adobe Illustrator and InDesign

Export with a PDF/X preset, include 3 mm bleed and crop marks, and check fonts are embedded.

Word and PowerPoint

Fine for documents and simple posters. Export to PDF and set images to high quality. These tools do not support bleed well, so keep a white border or ask the shop to help.

Always approve a proof

A proof is a final preview from the print shop — a PDF or a physical sample. Check spellings, phone numbers, prices and dates, and scan any QR codes. For colour-critical jobs, ask for a hard-copy proof on the actual paper.

Good files also make quotes easier to compare. Read how to choose a print shop, then request quotes for your job.

Frequently asked questions

What does "print-ready file" mean?

A file that the printer can use without changes: correct size, 3 mm bleed, CMYK colours, 300 DPI images, embedded fonts, exported as a high-quality PDF.

How much bleed do printers in India need?

3 mm on each side is the common standard. Some large-format and packaging jobs need more, so ask for the shop's template.

Why do my printed colours look duller than on screen?

Screens use RGB light, which can show brighter colours than CMYK inks can reproduce. Designing in CMYK from the start avoids surprises.

Can I send a JPG instead of a PDF?

For simple jobs, a high-resolution JPG may work, but a PDF keeps text sharp and preserves fonts and bleed. Prefer PDF whenever possible.