Preparing a file for printing – a complete guide (PDF/X, bleeds, curves)

You sent your file to the printer and they returned a message: "The file doesn't meet the requirements—no bleeds, RGB instead of CMYK, fonts not converted to outlines." The printer refuses, the deadline is looming, the client is angry. I'll show you, how to prepare a file for printing correctly once and for all — with a specific checklist that we use at websky-studio.pl/ for all printed materials for our clients.

In short

• File format: Always PDF/X-1a or PDF/X-4 (not a regular PDF from Word).
• Color mode: CMYK, not RGB. RGB for printing = different colors than on screen.
• Bleeds: 3 mm on each side + crop marks.
• Resolution: min. 300 dpi for photos, 1200 dpi for vector graphics.
• Fonts: converted to curves (outline) or embedded in a PDF file.
• Safe margins: 3-5 mm from the net edge for text and logo.

Why "plain PDF" isn't enough

A PDF from Word, Canva, or Photoshop export looks good on screen, but in a print shop:

• The colors are changing (RGB → CMYK = other shades)
• The content will be cropped (no bleed = white stripes after trimming)
• Fonts will not display correctly (the printing house does not have your font)
• The images will be blurry (72 dpi resolution from web export)

The printing house will detect this and either:
1. Reject the file (refunds, delay)
2. Will print "as is" (and you will pay for the misprint)

A professional printing house requires PDF/X-1a or PDF/X-4.

What is the difference between PDF/X and regular PDF?

PDF/X to ISO graphics standard for exchanging print files. Enforces:

• CMYK (or spot colors)
• All fonts embedded
• No interactive elements (forms, video, JS)
• ICC color profile
• Images in appropriate resolution

PDF/X versions

Practice: for most projects in Poland printing houses accept PDF/X-1a or PDF/X-4. Check the printing house's specifications.

Step 1: Color Mode - CMYK

Why CMYK and not RGB

• RGB (Red, Green, Blue) = monitor, projector, screen. Luminous colors.
• CMYK (Cyan, Magenta, Yellow, Key/black) = printing. Pigment colors.

Conversion RGB → CMYK Is lossySome RGB colors (bright purple, neon) do not exist in CMYKThe printing house converts "its way" - and the result differs from your design.

Golden rule: Work in CMYK from the beginning of the project. Conversion at the end = surprises.

How to change the mode in popular programs

Adobe Illustrator:
File → Document Color Mode → CMYK Color

Adobe InDesign:
Edit → Color Settings → set CMYK profiles (e.g. ISO Coated v2 for Europe)

Adobe Photoshop:
Image → Mode → CMYK Color

Affinity Designer/Publisher:
File → Document Setup → Color → CMYK

Canva:
Only Pro allows CMYK export. Free version = RGB → conversion in another program required.

Figma:
Figma is RGB onlyDesign printed materials in a different tool.

Step 2: Bleeds and Margins

What are bleeds?

Bleed is the excess graphic/color extending beyond the net edge, so that no white stripes remain after cutting.

+---------------------------+ <- linia spadu (np. 213 x 100 mm)
|                           |
|  +---------------------+  | <- linia cięcia (210 x 100 mm)
|  |                     |  |
|  |  bezpieczny obszar  |  | <- 3-5 mm od krawędzi
|  |                     |  |
|  +---------------------+  |
|                           |
+---------------------------+

Standard values

• Bleed: 3 mm on each side (= +6 mm to net width and height)
• Safe margin: 3-5mm from the cutting line for text, logos, key graphics
• Crop marks: automatically generated on PDF export

Example: business card 90 × 50 mm

• Net size: 90 × 50 mm
• Dimension with bleed: 96 × 56 mm (3 mm × 2 sides)
• Text and logo: in the area of 84 × 44 mm (3 mm safety margin)

Configuration in programs

InDesign: File → Document Setup → Bleed: 3 mm

Illustrator: File → New → Bleed: 3 mm ("Bleed" field)

Affinity Publisher: File → Document Setup → Bleed: 3 mm

Canva Pro: in the export option "Add bleed marks" + 3 mm.

Step 3: Resolution

Requirements for different types

The Scaling Trap

300 dpi photo at 10 × 10 cm = OK.
The same photo resized to 30 × 30 cm = 100 dpi — pixel.

Principle: Before inserting a photo, check the size you are using.

Where to get good photos

• Stock free: Unsplash, Pexels, Pixabay (check commercial license)
• Stock paid: Shutterstock, Adobe Stock, Getty
• Own photography: best for authenticity
• AI: Midjourney, DALL-E (check license 2026)

Step 4: Fonts - Convert to Outlines

Why is it important?

The printing house may not have your font. Result: default font substitution (e.g. Arial), change of layout, chaos.

Two solutions

Option A: Embed fonts in PDF (preferred)

In PDF export settings, select "Embed all fonts." This is the default in InDesign. This is enough in 90% of cases.

Drawback: Some fonts have a license that prohibits embedding.

Option B: Convert to curves (outline / convert to curves)

Each sign becomes vector shape — the printing house does not need a font.

Adobe Illustrator: Type → Create Outlines (Shift+Ctrl+O)

Affinity Designer: Layer → Convert to Curves

InDesign: Type → Create Outlines (Shift+Ctrl+O)

Drawback: After replacing it, the text can no longer be edited. Always keep the editable version + separate version with curves for printing.

The specificity of Polish characters

Some fonts they do not contain Polish characters (ą, ć, ę, ł, ń, ó, ś, ź, ż). Check before export.

Good fonts with Polish characters:
– Inter, Roboto, Lato, Montserrat (Google Fonts — all Poles)
– Polish copyright: Brygada1918, Karmilla, Ride My Bike

Step 5: ICC Color Profiles

Color profiles are "translators," they say to printers, what your CMYK colors should look like on specific paper.

European standards

• ISO Coated v2 (ECI) — coated paper (smooth, glossy)
• PSO Uncoated ISO12647 (ECI) — uncoated paper (offset, matte)
• Coated FOGRA39 — European alternative
• GRACoL 2006 — American standard (less common in Poland)

How to set up

InDesign: Edit → Color Settings → CMYK: Coated FOGRA39 (or ISO Coated v2)

Photoshop: Edit → Color Settings → same

Online printing house such as Drukomat, Chroma, Drukarnia Online - they specify the preferred profile in the specifications. Check before exporting.

Step 6: Export the file

Adobe InDesign - step by step

1. File → Export → select Adobe PDF (Print)
2. Adobe PDF Preset: PDF/X-4:2008 (or PDF/X-1a:2003)
3. Compression: Do Not Downsample for images (unless huge)
4. Marks and Bleeds:
5. ☑ Crop Marks
6. ☑ Use Document Bleed Settings (3 mm)
7. ☐ Do NOT check Color Bars and Page Information (printers don't want this)
8. Output: Color Conversion: Convert to Destination (Preserve Numbers)
9. Profile Inclusion Policy: Don't Include Profiles
10. Save Preset → "MyPreset_PDF/X-4_for_printing_house"

Affinity Publisher

1. File → Export
2. Format: PDF (for print)
3. Preset: PDF/X-4 or PDF/X-1a
4. Bleed: 3 mm
5. Marks → Crop marks ✓

Canva Pro

1. Share → Download
2. File type: PDF Print
3. Color profile: CMYK (Pro)
4. Crop marks and bleed: ✓

Checklist before sending to the printing house

Before clicking "Send file" go through this list:

• [ ] The file is in the format PDF/X (not regular PDF)
• [ ] Color mode: CMYK
• [ ] Bleed 3 mm on all sides
• [ ] Safe margin 3-5 mm for text/logo
• [ ] Crop marks visible
• [ ] All photos 300 dpi 100% size
• [ ] Embedded fonts or converted to curves
• [ ] Polish characters checked (ą, ć, ę, ł…)
• [ ] ICC Profile compliant with the printing house's requirements
• [ ] Black text = K=100% (not 4-color CMYK with each 25%)
• [ ] No hidden layers ("Hidden")
• [ ] No duplicate objects (Layers panel checked)
• [ ] File <100MB (most online printing shops have a limit)

7 most common mistakes

❌ Export "Save as PDF" instead of PDF/X — the most banal, the most common

❌ RGB in file — the printing house converts "in its own way", the colors will differ

❌ No bleeds — white stripes after cutting

❌ Text too close to the edge — slight cutting inaccuracy (1 mm) = loss of the first letters

❌ 4-color black for text (e.g. 100% C, 100% M, 100% Y, 100% K) — gives dirty, blurry black. Text always K=100%, remainder=0

❌ Low resolution photos — looks good on a 13” MacBook screen, but pixelated on print

❌ Fonts not embedded and not on curves — the printing house substitutes Arial

What's next

This week:

1. Install Adobe Acrobat Pro or PitStop (down preflight check PDF) - checks compliance with the PDF/X standard
2. Save export preset to the printing house in your graphics program
3. Create template business cards/flyers with bleeds and margins - use as a base for any new design

We provide graphic design and print preparation in a visual identification package. — from logo to website, printed materials and social media. Contact us for a quote.