How to Prepare Files for Print (For Business Owners Who Don’t Speak Designer)

Your friendly, stress-free guide to getting the perfect print every time.

If you’ve ever sent a file to print and received something… unexpected… you’re not alone.
Maybe the colors were off.
Maybe things got cut off.
Maybe the quality looked blurry.
Or maybe you stared at the phrase “add bleed” like it was written in ancient Greek.

This guide breaks down everything a small business needs to know about preparing files for print — written in the same simple, practical style you’d find in a “For Dummies” book.

Let’s make printing easy.

1. What the Heck Is DPI — and Why Does It Matter?

DPI = Dots Per Inch
That’s how many teeny-tiny ink dots fit into one inch of your printed image.

Pro tip:
If you’re not sure, zoom in on your file to 300%. If it looks fuzzy, your printer will think you’re joking.

2. Bleed: The Thing Everyone Ignores (Until Their Edges Get Cut Off)

Bleed is simply extra artwork around the edges to make sure nothing important gets trimmed off.

Most printers need:

📏 0.125″ (⅛ inch) bleed on all sides

So if your final flyer is 5″ x 7″, your file size should actually be:

🔄 5.25″ x 7.25″ with bleed

Why? Printers trim stacks of paper, not individual sheets. Bleed ensures your color or graphics go all the way to the edge.

If you don’t include bleed, you’ll get white borders you didn’t ask for.

3. Safe Zone: Keep Important Stuff Away From the Danger Zone

The safe zone is the area inside your artwork where text and logos must stay.

Keep important things at least:

📏 0.125″–0.25″ from the edge

If you put your phone number or logo too close to the edge, it may get sliced off or look cramped.

Imagine a “no-fly zone” for your most important details.

4. Color Mode: RGB vs CMYK (Yes, It Matters)

If your colors looked bright on the screen and dull in print, this is why.

• RGB = digital screens (light-based, bright)
• CMYK = print (ink-based, more muted)

Always design for print in CMYK so the colors you expect are the colors you get.

Otherwise, your neon green becomes “sad avocado” green real fast.

5. File Formats: What to Send (and What NOT to Send)

If you want your print to look crisp and professional, PDF is your best friend.

6. Proofs: Your Final Chance to Catch a Disaster

A proof is a preview of how your file will print.

There are two types:

Digital Proof

A PDF you review on-screen. Great for checking layout, text, spacing, and color accuracy.

Hard Proof

A physical sample printed before the full run. Best when color-matching matters (menus, branding, signage).

Never skip proofs.
They prevent typos, cropping mistakes, color surprises, and printing heartbreak.

7. Fonts & Text: Don’t Let Anything Go Missing

When sending files to print:

✔ Outline your fonts

(turns text into shapes so it doesn’t change)

✔ Or package your file with all font files included

If your printer doesn’t have your font, it can swap automatically — and suddenly your elegant branding becomes Comic Sans.

We don’t want that for anybody.

8. Images: Use the Real Ones — Not Screenshots

9. Margins: Give Your Design Room to Breathe

Crowded designs feel cheap.

Leave space between:

Good design is as much about what you don’t include as what you do.

10. When In Doubt — Let a Professional Prep It

Prepping files for print doesn’t have to be stressful, but it does needaccuracy.

At MPR Designs, we:

We work directly with professional printers, and our clients get access to full-color printing starting around $0.07 per 5×7 flyer at 1,000 quantity (prices subject to change).

Often, printing with us is cheaper than doing it in-house — and it looks significantly better.

Final Thoughts: Print Doesn’t Need to Be Complicated

Once you understand a few basics, print becomes easy, predictable, and affordable. This guide should help you avoid the most common printing mistakes and get professional-looking results every time.

And if you ever feel stuck, overwhelmed, or unsure if your file is print-ready, just send it to us. We’ll fix it, prep it, and make sure it prints beautifully.

📩 Email: makayla@mprdesigns.com