Pre-flighting checks for printing a job

Pre-flighting checks for printing a job are the essential steps taken to ensure that a file is fully prepared for production, free from errors, and will print exactly as expected. Pre-flighting helps to catch any issues before the printing process begins, saving time, money, and frustration. These checks are often done by both designers and printers to guarantee the highest quality result.

Here are the key pre-flighting checks to perform before sending a job to print:

1. File Format

  • Ensure the correct file format: For most commercial print jobs, the preferred file formats are PDF, EPS, TIFF, or high-resolution JPEG. These formats are print-ready and ensure the design stays intact. Avoid using lower-resolution or incompatible formats like Word or PowerPoint for professional printing.
  • File compatibility: Make sure the file is compatible with the printer’s system and any specific requirements they may have (e.g., PDF version).

2. Resolution

  • Check image resolution: Images should have a resolution of at least 300 DPI (dots per inch) at the final print size. Lower resolutions (like 72 DPI) can result in pixelation or blurry prints.
  • Vector files: If the artwork is vector-based (like Illustrator or InDesign files), resolution is not a concern, but it’s still essential to ensure that the vector paths are clean and accurate.

3. Color Mode

  • Verify color mode (CMYK vs. RGB): Print jobs should be in CMYK (Cyan, Magenta, Yellow, and Black) color mode, which is used for printing. RGB (Red, Green, Blue) is for digital screens and can produce color discrepancies when converted to print.
  • Check color profiles: Ensure that the file uses the correct color profiles (like U.S. Web Coated SWOP for offset printing) to ensure color consistency across different printers and devices.

4. Bleed and Trim Area

  • Check for bleed: For any design that goes to the edge of the page (like background colors, images, etc.), ensure there is a bleed area—typically 0.125 inches (3 mm) beyond the final trim size. This prevents white edges from appearing after trimming.
  • Correct trim size: Ensure the document is set to the correct final size (e.g., 8.5 x 11 inches for letter-size) and that all artwork within the document is within the safe area (i.e., not too close to the edge).

5. Fonts and Typography

  • Embed or outline fonts: Make sure all fonts used are either embedded in the file or converted to outlines (paths). This ensures that the text will not change or become garbled when opened on different machines or systems.
  • Check font sizes: Verify that all font sizes are legible and properly sized for the printing medium (e.g., business cards, brochures).
  • Check for font conflicts: Ensure there are no missing or substituted fonts, which can lead to unexpected results.

6. Images and Graphics

  • Check for high-quality images: Ensure all images are sharp, clear, and properly formatted. Check that all images are linked (not embedded) and that they are at the correct resolution.
  • Color consistency: Verify that all images are in the right color space (CMYK for print). Sometimes, RGB images may look different once printed.
  • No compression artifacts: Ensure that the images have not been over-compressed, which could cause visible quality degradation.

7. File Compression

  • Avoid unnecessary compression: While PDFs can be compressed for smaller file sizes, excessive compression may reduce image quality or lose data. Keep the balance between file size and quality.
  • Flatten layers: If using layered files (e.g., Photoshop, Illustrator), flatten unnecessary layers to avoid complexity and file size issues.

8. Page Order and Bleed Marks

  • Correct page order: In multi-page documents, check that the pages are in the correct order. For booklet printing, make sure the imposition (arrangement of pages for folding) is correct.
  • Include crop marks and bleed marks: Ensure that crop marks, bleed marks, and any necessary registration marks are included, especially if trimming is involved.

9. Proofs and Previews

  • Check for proof approval: If possible, review a soft proof or physical proof of the design to ensure it looks as expected before printing.
  • Digital proof check: Review how the document appears on different screens to catch any visual or color issues. This can help prevent surprises when the final print is produced.

10. File Size and Compatibility

  • Check the file size: If the file is too large to email or upload easily, consider compressing it or dividing it into parts. Ensure the print shop can handle the file size without issues.
  • Ensure proper software versions: Make sure the file was created in software versions compatible with the print shop’s equipment.

11. Preflight Software

  • Use preflight tools: Many professional design and print software programs, such as Adobe Acrobat, offer built-in preflight tools that can automatically check for common issues like missing fonts, incorrect color profiles, and low-resolution images. Using these tools can save a lot of time and effort.

12. Final Check for Client Requirements

  • Review the client’s specifications: Double-check that the file meets all of the specific requirements set by the client, such as paper type, special finishes (like foil stamping or embossing), quantity, and delivery deadlines.
  • Correct packaging for submission: Ensure the file is packaged correctly for submission, including any linked files (like images or fonts) and supporting documentation (e.g., instructions or notes).

By following these pre-flighting checks, print professionals can ensure that their files are fully prepared for production, reducing the chances of errors, delays, or additional costs.

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