Common file errors that delay a print order

Choosing the right file format for print affects quality, file size, and how the print shop handles your job. Here is when to use each.

PDF — the safe default

PDF is the right format for almost every print job. Reasons:

• Vector text and shapes stay sharp at any size
• Fonts are embedded, so they look the same everywhere
• Multi-page documents are a single file
• Widely accepted by print shops
• Lossless compression for images

Use PDF unless you have a specific reason not to.

JPG — for photos only

JPG is a lossy format designed for photos. It compresses by removing details the eye does not easily see.

• Use for: photos, photo-heavy designs
• Avoid for: text, logos, line art, anything with sharp edges

JPG quality matters. Save at 90% or higher for print. Below that, artefacts become visible.

PNG — for graphics with transparency

PNG is a lossless format that supports transparency. Use it for:

• Logos with transparent backgrounds
• Graphics that need pixel-perfect edges
• Designs that will be composited with other elements

PNG file sizes are larger than JPG for the same image. For photos, JPG is smaller and equally good at high quality.

When each format matters

• A text document (essay, report, contract) — PDF
• A flyer with photos — PDF (with the photos embedded)
• A standalone photo for a poster — JPG at 300 DPI
• A logo placed on a coloured background — PNG with transparency
• A scanned document — PDF

Common mistakes

• Sending a screenshot (usually a low-DPI PNG) for a high-quality print
• Sending a JPG of a text document (the text becomes soft)
• Sending a PNG with a white background when transparency was needed
• Sending a Word document (DOCX) directly to a print shop — convert to PDF first

FAQ

Can I upload a Word document?

You can, but the result is often unpredictable. Fonts, layout, and images may shift. Always export to PDF from Word before sending.

Is PDF the same as a print-ready file?

Not necessarily. A PDF can still have low-resolution images, missing fonts, or no bleed. A print-ready PDF is a specific kind of PDF — see What print-ready actually means.

What if my file is huge?

A large PDF usually means large images. Open the PDF and check the resolution of each image. If any is over 300 DPI, it is adding size without adding quality.