Your print files are set up properly when the PDF is in CMYK, usually has 3 mm of bleed, text sits a safe distance from the edge, images are around 300 dpi at their actual size and all fonts are embedded. Exporting as PDF/X is the safest option. In the end, your print shop's specifications always have the final say.
Format, bleed and safety margin
Set up your document at the final trim size, meaning the size of the finished product. The standard business card size in Switzerland is 85 x 55 mm.
Then there's the bleed: backgrounds and images that run to the edge need to extend beyond the trim size. Usually that's 3 mm per side, though some print shops only ask for 2 mm. The paper shifts slightly during cutting. Without bleed, you end up with thin white edges.
| Measurement | Business card example |
|---|---|
| Trim size | 85 x 55 mm |
| Bleed | 3 mm per side |
| File size including bleed | 91 x 61 mm |
| Safety margin inwards | 3 mm from the trim edge |
These values come from an online print shop's template. Text, logo and QR code belong inside the safety margin, otherwise they could get trimmed off in the worst case. You can see how we design business cards on our Business cards page.
Colours: CMYK, not RGB
Screens mix colours from light in RGB; printing presses mix them from four inks in CMYK. If you send RGB files, the print shop converts them automatically. Bright colours then often look duller than on screen.
So set up your images and colours in CMYK, using the colour profile your print shop specifies. Separate profiles for coated and uncoated paper are common.
For exact brand colours there are spot colours such as Pantone, which are printed as a pre-mixed ink. But many online print shops only print in CMYK and convert spot colours automatically. Ask beforehand if a colour has to be spot on.
Black for text
Black text should only be on the black plate, so 0/0/0/100. If it's mixed from all four colours, four printing plates have to line up exactly on top of each other. Otherwise small text quickly looks blurry. Some print shops explicitly rule out four-colour black in print PDFs.
Images: 300 dpi at actual size
For photos, the rule of thumb is 300 dpi at the size they'll be printed. Several print shops give this value as their standard or minimum. In InDesign, you can see the effective resolution of a placed image in the Links panel.
An image you scale up to twice its size in the layout ends up with only half the resolution. Images from the internet are often only 72 dpi and aren't suitable for print. For line art without greyscale, some print shops ask for 1200 dpi; for large formats such as posters, less is often fine.
Fonts and lines
The print shop doesn't have your fonts installed. That's why they need to be embedded in the PDF. Alternatively, you can convert text to outlines, for example for lettering in a logo. After that the text can no longer be edited, so keep an editable version.
Watch out for minimum sizes too. One online print shop gives 6 pt as the lower limit for type and 0.25 pt for lines, unless the product specifies otherwise. Fine, light type on a dark background tends to need more. With business cards, it's tempting to make everything smaller so it all fits. Better to leave out whatever isn't needed.
Exporting as PDF/X
PDF/X is an ISO standard for exchanging print files. Among other things, the standard requires all fonts to be embedded. PDF/X-1a and PDF/X-4 are the most common. Which version your print shop wants is in its specifications.
When exporting, you set the bleed and, if the print shop wants them, crop marks. InDesign, Illustrator and Affinity come with ready-made PDF/X presets for this. Then open the finished PDF again and check it at actual size: is the format right, is the bleed there, are all the images sharp?
The checklist before you upload
Go through these points before every upload. A mistake you only spot after printing costs you a whole print run.
- Document set up at the trim size, for example 85 x 55 mm for business cards.
- Bleed as specified by the print shop, usually 3 mm per side.
- Backgrounds and full-bleed images extend to the edge of the bleed.
- Text, logo and QR code kept a safe distance from the edge.
- CMYK colour mode with the print shop's colour profile.
- Black text in black only, not mixed from four colours.
- Images at around 300 dpi at actual size.
- Fonts embedded or converted to outlines.
- Exported as PDF/X in the version the print shop asks for.
- Spelling, phone number, address and QR code link checked.
- For important jobs, a proof or test print ordered.
When we design for you, we deliver print-ready PDFs. Two rounds of revisions are included, and we can organise the printing if you like. More on our Graphic design page.
Sources
- Wir machen Druck, Swiss shop: business card template 85 x 55 mm
- Baumer AG, Islikon: prepress specifications
- druck.at, Swiss shop: information on creating print files
- druck.at: fact sheet on creating print files
FAQ
How much bleed do print files need?
Usually 3 mm per side; some print shops ask for 2 mm. Your print shop's specification for the particular product always takes priority.
What resolution do images need for print?
As a rule of thumb, 300 dpi at the size the image will be printed. For large posters, less is often enough; fine line art needs more.
What happens if I send print files in RGB?
The print shop converts them to CMYK automatically. Colours can change noticeably in the process, and bright tones in particular look duller.
What size is a business card in Switzerland?
The standard is 85 x 55 mm. With 3 mm of bleed per side, the print file measures 91 x 61 mm.
Print-ready, no guesswork.
We design flyers, business cards and labels and deliver print-ready PDFs. Two rounds of revisions are included, and we can organise the printing if you like.