Top 10 File Prep Mistakes to Avoid

After reviewing thousands of artwork files, we've seen it all. These are the most common mistakes that delay projects—and how to avoid them. Save yourself time (and a revision round) by checking your files before you submit.

Low Resolution Images

The Problem: Using images pulled from the web (72 DPI) or small preview files. They look fine on screen but print blurry, pixelated, and unprofessional.

The Fix: Use images that are at least 150 DPI at the final print size. For close-up viewing (trade show displays, retail signs), go for 300 DPI. When in doubt, start with the highest resolution source file available.

Pro Tip: Zoom in to 100% in your design software. If it looks fuzzy there, it'll look fuzzy in print.

RGB Color Mode Instead of CMYK

The Problem: Designing in RGB (the color mode for screens) and submitting without converting. RGB colors can shift dramatically when converted to CMYK for print—especially bright blues, greens, and purples.

The Fix: Start your project in CMYK, or convert to CMYK before exporting. Review colors after conversion and adjust if needed. Provide Pantone codes for brand-critical colors.

Pro Tip: That neon green on your screen? It doesn't exist in CMYK. Plan for alternatives early.

Forgetting to Outline Fonts

The Problem: Submitting files with live text. If we don't have your exact font installed (and there are thousands of fonts out there), your design will use a substitute font—often with disastrous results.

The Fix: Convert all text to outlines (curves/paths) before exporting. In Illustrator: Select All → Type → Create Outlines. Keep an editable version for future changes.

Pro Tip: After outlining, do a final spell check—you won't be able to edit the text afterward.

No Bleed (White Edges After Cutting)

The Problem: Artwork ends exactly at the cut line. Any tiny shift during cutting leaves a white edge that looks like a mistake.

The Fix: Extend your background and any edge-to-edge elements at least 0.125" (1/8") beyond the cut line. For large format signs, use 0.25" bleed.

Pro Tip: Think of bleed as insurance—you're paying a little extra coverage for a clean result.

Important Content Too Close to the Edge

The Problem: Text, logos, or key visuals right at the edge of the design. Even with perfect cutting, content this close looks cramped and may get trimmed.

The Fix: Keep all important elements at least 0.25" inside the cut line. This "safe zone" ensures nothing critical gets trimmed and gives your design breathing room.

Pro Tip: Set up guides in your design software at 0.25" from each edge as a visual reminder.

Wrong File Size or Scale

The Problem: Submitting a file at the wrong dimensions (50% scale, web-sized export, or just guessing at the size). We can scale files, but scaling up destroys quality; scaling down wastes your prep work.

The Fix: Set your document to the exact final print dimensions from the start. If you must work at scale (common for large banners), note the scale clearly and use vector elements whenever possible.

Pro Tip: Name your file with dimensions: "Store-Banner-48x96-FINAL.pdf"

Using the Wrong File Format

The Problem: Sending Word documents, PowerPoint files, or low-quality JPEGs. These formats weren't designed for print production and create conversion issues, missing fonts, and quality loss.

The Fix: Export as PDF (with fonts outlined), AI, EPS, or high-resolution PNG/TIFF. If PDF, use "Press Quality" or "High Quality Print" settings.

Pro Tip: PDF is almost always the safest choice—it preserves fonts, colors, and layout across different systems.

Embedded Images Missing or Linked Incorrectly

The Problem: In programs like Illustrator and InDesign, images can be "linked" rather than embedded. If you send just the design file without the linked images, we get red X placeholders.

The Fix: Embed all images before saving (Links panel → Embed), or use "Package" to gather all linked files. Better yet, export a flattened PDF that includes everything.

Pro Tip: InDesign's "Package" command (File → Package) collects all fonts and links into one folder—perfect for handoff.

Spelling and Content Errors

The Problem: Typos, wrong phone numbers, outdated addresses, or missing content. Once you approve a proof, we print exactly what's there. Reprints cost time and money.

The Fix: Triple-check everything before submitting. Have a second person review the file. Read phone numbers and addresses out loud. Check your spelling—especially names and technical terms.

Pro Tip: Print a paper proof and review it away from your screen. Errors jump out more on paper.

Not Providing Clear Instructions

The Problem: Sending a file with no context. Which side is front? Is this the final version? What size should this be? What material? We want to get it right, but we need information.

The Fix: Include a brief note with your files: product type, final dimensions, material (if you know), quantity, and any special instructions. Use clear file names like "FRONT-24x36-v3-FINAL.pdf"

Pro Tip: Our project form prompts you for all this information—use it to make sure nothing gets missed.

Quick Checklist Before Submitting

✓ Images are 150+ DPI at final size
✓ Color mode is CMYK
✓ All fonts are outlined
✓ Bleed of 0.125" added
✓ Safe zone of 0.25" observed
✓ File is at exact final dimensions
✓ Saved as PDF, AI, EPS, or high-res image
✓ All images embedded (not linked)
✓ Spelling and content verified
✓ Clear file name and instructions included

Need More Help?

Check our full artwork guide for detailed specifications, or contact us if you need help getting your files ready.

Full Artwork Guide Start Your Project