Designers and Prepress Checklist

A smooth design-to-print workflow relies on accurate, print-ready files. When designers complete essential prepress checks before submission, it reduces revisions, protects the design's integrity, and prevents costly production delays. Use this checklist as a working tool you can reference for every project, from brochures to wide-format signage.

Designer and Production Glossary

Many production delays come from misunderstood terminology. Below are common design and print terms every designer should know:

• Leading: This term describes the vertical spacing between lines of text. Poor leading can make text difficult to read or appear crowded in print.
• Tracking: Tracking refers to the uniform spacing between characters across a word or paragraph. Over- or under-tracking can dramatically affect legibility.
• Kerning: The spacing between individual character pairs is important, as incorrect kerning is especially noticeable in logos and headlines.
• Vector File: Artwork created with mathematical paths (AI, EPS, SVG, PDF) as vector files can be resized infinitely without losing quality.
• Raster File: Pixel-based images (JPG, PNG, TIFF) lose quality when enlarged.
• RIP (Raster Image Processor): RIP software translates your design file into printable data for the press or printer, and poorly built files slow RIP processing and can cause errors or delays.
• Font Licensing: Legal permission to use a font applies to specific purposes such as commercial printing, embedding in PDFs, or branding.

1. Proofreading

Errors caught early eliminate reprints later. Complete two types of proofreading:

Linguistic proofreading:

• Correct spelling, punctuation, and grammar.
• Ensure clarity and consistent terminology.

Visual proofreading:

• Check for window/orphans.
• Review hyphenation and line breaks.
• Confirm text hierarchy (H1, H2, body copy).

Even experienced designers miss issues after staring at the same file for hours. Use spell-check tools, text-to-speech, or a second reviewer. Once your file goes to print, changes are no longer possible.

2. Font and Text Spacing

Clean typography helps the reader focus on your message. Make sure:

• Leading, tracking, and kerning are visually consistent.
• Font licensing allows commercial printing.
• Headlines don't appear cramped at large sizes.
• Paragraph text remains readable at the final scale.

For large-format prints, such as banners or window graphics, always preview typography at actual size. Something that looks polished on-screen may feel tight or distorted in print.

3. Image Size and Resolution

High-quality images are essential for sharp, professional results. Before exporting:

• Avoid enlarging images by more than 20%.
• Ensure image color profiles match the project needs.
• Use a resolution of 100-200 DPI for wide-format designs.
• Review the sharpness of AI-upscaled or vector-converted graphics.

Oversized images can clog the production pipeline. For example, a file that should be under 100 MB may balloon to several gigabytes if exported incorrectly, slowing RIP processing and delaying output.

4. Color Accuracy (CMYK vs. RGB)

Most print issues stem from incorrect color modes. Confirm:

• Print files are in CMYK.
• Black text uses rich black only where necessary.
• RGB assets have been converted early (not at final export).
• Preferred profiles are used (e.g., Coated GRACol 2006, SWOP v2).

For projects that appear both online and in print, export separate files:

• RGB version for web.
• CMYK version for print.

If you're working with printers who support wide-gamut workflows (Adobe RGB or P3), check compatibility before committing.

5. Calibrate Your Monitor

Color accuracy begins with the display. To ensure your printed piece matches what you designed:

• Recalibrate monitors monthly.
• Review digital proofs on a calibrated screen.
• Print a small sample for color-critical projects.
• Use tools such as X-Rite i1Display or Datacolor SpyderX.

Monitor calibration is essential when multiple designers or teams collaborate.

6. Define the Bleed and Crop Marks

Correct bleed prevents thin white borders after trimming. Always confirm:

• Standard bleed of 0.125 inches for most projects.
• Larger bleed (up to 0.25 inches or more) for banners.
• Crop marks are included in exported proofs.
• Backgrounds and images extend fully into the bleed.

Designers often miss bleed on AI-generated or stock photo, double-check each edge before export.

7. Export a High-Resolution PDF

PDF is the industry standard for reliability and compatibility. Export using:

• Embedded fonts.
• PDF/X-1a or PDF/X-4.
• Flattened transparencies (if required).
• Correct bleed and trim settings.
• Proper output color profile.

Before sending the file, run a preflight check in InDesign, Acrobat, or your design tool to catch common errors.

8. Make Your Logos and Vector Files

Logos should always be supplied as vector files whenever possible. Non-vector logos often require image tracing or full redesign, which can extend production time, affect brand accuracy, and increase project costs.

As best practices,

• Provide logos as AI, EPS, or vector-based PDF files.
• Avoid JPGs, PNGs, or screenshots for primary logos.
• Do not place raster logos into layouts and scale them up.

• Approved logo files.
• Official brand colors.
• Typography standards.

Whenever possible, pull logos and colors directly from the brand guide to ensure consistency and reduce revisions.

9. Select Printer and Media

Materials influence appearance and durability. Confirm with your print service provider:

• Ink and material compatibility.
• Finish options (matte, gloss, satin).
• Durability requirements.
• Whether lamination or coatings are recommended.

Material choices should inform color contrast, image selection, and typography.

10. Double-Check File Packaging

Deliver complete, organized files to keep production moving:

• Package linked images and color profiles.
• Outline or embed fonts.
• Name folders clearly (Client_Project_Final_Print).
• Export a print-ready PDF with bleed and crops.

Good packaging prevents missing assets and production delays.