How to Prepare PDFs for Professional Printing (Complete Checklist)
Complete guide to preparing print-ready PDFs. Learn about bleed, color modes, resolution, page numbers, and professional formatting for flawless printing.
Quick Answer: Print-Ready PDF Checklist
To prepare a PDF for professional printing: (1) Use 300 DPI minimum resolution, (2) Convert colors to CMYK, (3) Add 0.125" bleed on all sides, (4) Keep text/important content 0.25" from edges (safe zone), (5) Embed all fonts, (6) Use proper page size, (7) Add page numbers if needed, (8) Compress to under 50MB. Verify with printer's specifications before submitting.
Sending a PDF to a professional printer without proper preparation is expensive. One mistake—wrong color mode, low resolution, or missing bleed—can result in hundreds of wasted prints and rush fees to fix it.
This comprehensive guide covers everything you need to know to prepare print-ready PDFs that produce flawless results. Whether you're printing business cards, brochures, books, or banners, you'll learn the exact specifications and workflows professionals use.
Why Screen PDFs ≠ Print PDFs
Screen PDFs (RGB)
- RGB color mode (16.7 million colors)
- 72-150 DPI resolution is fine
- Exact page size, no bleed needed
- Small file size preferred
Print PDFs (CMYK)
- CMYK color mode (ink-based printing)
- 300+ DPI resolution required
- Bleed area (0.125" extra on all sides)
- Larger file size for quality
Requirements by Print Type
Business Cards
Requirements:
Common Sizes:
Brochures & Flyers
Requirements:
Common Sizes:
Books & Magazines
Requirements:
Common Sizes:
Posters & Banners
Requirements:
Common Sizes:
8-Step Print Preparation Checklist
Organize Page Order & Orientation
Ensure all pages are in correct order and properly oriented. Remove any blank pages unless intentional.
Use: Organize PDF to rotate pages, reorder, and delete unwanted pages
Add Page Numbers (If Needed)
For multi-page documents like books or manuals, add page numbers for easy navigation and assembly verification.
Use: Add Page Numbers - Position in safe zone (0.25" from edge)
💡 Tip: Skip page numbers on covers and use centered bottom position for body pages
Set Proper Metadata
Add document title, creator info, and production notes to help the print shop identify your job.
Use: Edit Metadata to add title, author, keywords, and subject
Example: Title: "BusinessCards_Final_v3" • Subject: "300 DPI, CMYK, with bleed"
Verify Image Resolution
All images must be at least 300 DPI at the final print size. Low-res images will look pixelated.
Resolution Requirements:
- • Photos & images: 300 DPI minimum
- • Line art & graphics: 600 DPI
- • Large format posters: 150-200 DPI acceptable
⚠️ Warning: You cannot increase resolution of a low-res image. Always start with high-quality source files.
Convert to CMYK Color Mode
This is critical! RGB colors (screen) look different than CMYK colors (print). Always convert before printing.
Color Mode Guide:
Screens, websites, social media - 16.7 million colors
Professional printing - Cyan, Magenta, Yellow, Key (black)
Common Issue: Bright blues and greens often look duller in CMYK. Preview in CMYK mode before printing to avoid surprises.
Add Bleed & Check Safe Zone
Bleed prevents white borders. Safe zone prevents text from being cut off during trimming.
Understanding Bleed:
- Bleed area: Extend background/images 0.125" beyond trim line
- Trim line: Where paper will be cut
- Safe zone: Keep text/logos 0.25" inside trim line
Example: For a 3.5" x 2" business card, your PDF should be 3.75" x 2.25" (adding 0.125" bleed on all sides)
Optimize File Size
Reduce file size for easier upload while maintaining print quality. Keep under 50MB if possible.
Use: Compress PDF - Choose "High Quality" preset to maintain 300 DPI
✓ Removes duplicate data • ✓ Optimizes images • ✓ Keeps quality
Final Pre-Print Verification
Do a final check before sending to printer. Catch mistakes now, not after printing 500 copies.
6 Most Expensive Printing Mistakes
RGB Instead of CMYK
CriticalProblem: Colors look different when printed than on screen
Solution: Convert to CMYK before printing. RGB is for screens, CMYK for print.
Low Resolution Images
CriticalProblem: Pixelated, blurry prints that look unprofessional
Solution: Use 300 DPI minimum for photos, 600+ DPI for line art
No Bleed Added
HighProblem: White borders appear, or important content gets cut off
Solution: Add 0.125" bleed on all sides, keep content 0.25" from edge
Text Too Close to Edge
HighProblem: Text gets cut off during trimming
Solution: Keep text at least 0.25" from trim line (safe zone)
Fonts Not Embedded
MediumProblem: Text appears in wrong font or gets replaced
Solution: Always embed or outline fonts in your PDF
Wrong Page Size
MediumProblem: Document prints at wrong size or gets rejected
Solution: Verify dimensions match printer specifications exactly
Questions to Ask Your Print Shop
Before preparing your PDF, always confirm these specifications with your printer:
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Don't Let Print Mistakes Cost You Money
Professional printing requires attention to detail that screen PDFs don't need. But with this 8-step checklist, you'll avoid the costly mistakes that waste time and money.
Remember: communicate with your print shop before you start. Every printer has slightly different preferences and capabilities. Getting their specifications upfront will save you from having to redo work later.
And always, always request a proof before the full print run. One test print can catch issues that cost hundreds or thousands to fix after printing 500 copies.
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