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Preparing Print-Ready PDFs: Bleed, CMYK and Fonts

A step-by-step checklist for exporting a PDF that prints correctly first time, avoiding the most common causes of delays.

Why a print-ready PDF saves time

A print-ready PDF can go straight to proof and production. Files that need fixing have to go back to you, which delays completion and can mean a same-day job misses its cutoff. Getting the file right is one of the most effective things you can do to speed up your order.

Step 1: Set the correct document size

Set up your document at the final trimmed size of the product, such as A5 for an A5 flyer. Then add bleed on every side rather than making the page itself bigger.

Step 2: Add bleed and respect the safe area

Extend backgrounds and edge-to-edge images into the bleed area so no white edge appears after cutting. Keep text, logos and key details inside the safe area, away from the trim line. Check the product page for the bleed and margin required for that product.

Step 3: Use CMYK colour

Convert your document to CMYK, or choose a print-oriented export preset that does so. RGB colours, especially vivid greens, blues and oranges, can shift when converted to ink. Converting yourself lets you see and adjust any shift before you send the file.

Step 4: Check image resolution

Zoom in on every image at its final size. If it looks soft or blocky on screen at full size, it will look the same or worse in print. Replace web images with original high-resolution files.

Step 5: Embed or outline fonts

Embed all fonts when exporting, or convert text to outlines for logos and headlines. This stops fonts being substituted when the file is opened on another computer.

Step 6: Export and check

  • Export as a high-quality or press-quality PDF with bleed included
  • Open the exported PDF and check every page
  • Confirm page order and page count for booklets
  • Remove hidden layers, comments and unused artboards
  • Proofread names, dates, numbers and contact details one last time

Common mistakes

  • No bleed, causing thin white edges after trimming
  • Text too close to the edge and partly cut off
  • Spreads exported as single pages, or single pages exported as spreads, for booklets
  • Low-resolution logos taken from a website
  • Black text built from four colours, which can look blurry at small sizes