Artwork Guidelines

Follow these guidelines to help us produce your order accurately, avoid unexpected print results, and reduce delays.

Customers are responsible for checking all artwork, content, dimensions, spelling, colours, images, and specifications before submitting files or approving a proof.

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Artwork Checklist

1. Preferred File Formats

Our preferred artwork format is a high-quality, print-ready PDF.

We may also accept:

• Adobe Illustrator files.
• Adobe InDesign files.
• Adobe Photoshop files.
• High-resolution TIFF, JPEG, PNG, or EPS files.
• Microsoft Word, PowerPoint, or Publisher files for basic document printing.

Editable or native files may require additional checking, preparation, font replacement, image linking, or conversion before production.

Additional artwork charges may apply where files are not supplied in a print-ready format.

2. PDF Requirements

For the best result, export your artwork as a high-quality print PDF.

Your PDF should:

• Be supplied at the correct finished size.
• Include the required bleed.
• Use CMYK colour where possible.
• Contain high-resolution images.
• Have fonts embedded or converted to outlines.
• Include all pages in the correct order.
• Use one artwork page for each printed page unless otherwise requested.
• Exclude unnecessary printer marks unless requested.

PDF/X-1a or PDF/X-4 files are generally suitable for commercial printing.

3. Finished Size

Artwork must be created at the correct finished size ordered.

Examples:

• A4 finished size: 210 × 297 mm.
• A5 finished size: 148 × 210 mm.
• A6 finished size: 105 × 148 mm.
• DL finished size: 99 × 210 mm.
• Standard business card: use the size stated on the relevant product page.

Custom-size artwork must match the exact width and height entered with the order.

Do not assume that all printers, templates, signs, cards, envelopes, labels, or folded products use the same standard size.

Where artwork is supplied at a reduced scale, clearly state the scale used, such as 50%, 25%, or 10%.

4. Bleed

Bleed is the artwork extending beyond the finished trim edge.

Unless otherwise specified, include at least 3 mm bleed on every side.

For example, an A4 document with 3 mm bleed should have an artwork size of approximately:

216 × 303 mm

Background colours, photographs, patterns, and graphics touching the edge of the finished product must extend fully into the bleed area.

Do not leave a white border between the artwork and bleed edge unless a white border is part of the intended design.

Large-format signs, banners, packaging, books, labels, and specialised products may require a different bleed amount. Follow the template or instructions supplied for that product.

5. Safe Area

Keep important text, logos, borders, QR codes, barcodes, and other critical content away from the trim edge.

For most standard printed products, keep important content at least 3–5 mm inside the trim line.

Some products require larger safe areas, including:

• Booklets and books.
• Folded brochures.
• Perfect-bound publications.
• Wire-bound and spiral-bound books.
• Banners with hems or eyelets.
• Signs with drilled holes.
• Labels and die-cut products.
• Presentation folders and packaging.

Content placed too close to the edge may be trimmed, folded, drilled, bound, or hidden during production.

6. Crop Marks

Crop marks are optional unless specifically requested.

If crop marks are included:

• Place them outside the bleed area.
• Do not allow them to overlap the finished artwork.
• Make sure they show the correct finished size.

Do not manually draw crop marks inside the artwork.

7. Colour Mode

Supply artwork in CMYK colour mode for normal full-colour printing.

RGB colours are created for screens and may change when converted for printing.

Common differences may include:

• Bright blues appearing more muted.
• Neon colours appearing less vibrant.
• Strong greens and oranges changing.
• Screen brightness making colours appear lighter than print.

Print Depot may convert RGB artwork to CMYK where required. Colour changes caused by this conversion are not considered production errors.

8. Colour Matching

Colours displayed on computer monitors, phones, tablets, and emailed proofs are not guaranteed to match printed colours exactly.

Colour may vary because of:

• Screen calibration and brightness.
• Paper colour and texture.
• Coating and lamination.
• Printer, ink, toner, and material batches.
• Different printing processes.
• Environmental and production conditions.

Reasonable colour variation between separate production runs may occur.

Where accurate brand colour matching is essential, provide:

• A Pantone reference.
• A printed colour sample.
• A previous approved print sample.
• A physical colour target.

A printed proof, colour match, or specialised production process may be required. Additional charges and production time may apply.

9. Rich Black and Small Black Text

For small black text and fine black lines, use:

C: 0   M: 0   Y: 0   K: 100

This is commonly called 100% black.

For large solid black backgrounds, a rich black mix may provide a deeper result. A typical starting mix is:

C: 40   M: 30   Y: 30   K: 100

Do not use rich black for small text, fine lines, QR codes, barcodes, or registration-sensitive details.

10. White Ink and Special Colours

White ink, metallic ink, fluorescent colour, spot colour, foil, varnish, and other special effects must be clearly identified.

Where a spot colour is required:

• Use a clearly named spot-colour swatch.
• Do not convert the spot colour to CMYK.
• Keep the same spot-colour name throughout the file.
• Confirm whether the colour represents ink, foil, varnish, a cut line, or another production instruction.

Contact Print Depot before supplying artwork for specialised printing or finishing.

11. Image Resolution

Images should normally be supplied at 300 DPI at the final printed size.

Images copied from websites, screenshots, messaging apps, or social media are often low resolution and may appear:

• Pixelated.
• Blurry.
• Soft.
• Jagged.
• Compressed.

Increasing the DPI number in software does not restore missing image detail.

For large-format printing viewed from a distance, a lower effective resolution may be acceptable depending on the product size and viewing distance.

Contact Print Depot where you are unsure whether the image quality is suitable.

12. Logos and Vector Artwork

Logos, icons, text-based graphics, cut lines, and line artwork should preferably be supplied as vector artwork.

Suitable vector formats include:

• Adobe Illustrator.
• EPS.
• Vector PDF.
• SVG where accepted.

A JPEG or PNG logo is not automatically a vector file.

Vector artwork can normally be enlarged without becoming pixelated and is recommended for:

• Large-format signs.
• Banners.
• Vehicle graphics.
• Vinyl lettering.
• Logo printing.
• Cutting and routing.

13. Fonts

All fonts must be embedded in the PDF or converted to outlines.

Missing fonts may cause:

• Text reflow.
• Incorrect line breaks.
• Different letter shapes.
• Missing characters.
• Changed spacing.

If editable artwork is supplied, include all legally licensed fonts used in the document.

Print Depot may substitute a missing font only with customer approval where possible.

14. Fine Lines and Small Text

Very thin lines and very small text may not print clearly.

Recommended minimums depend on the product and printing method, but as a general guide:

• Avoid lines thinner than approximately 0.25 pt.
• Avoid very small light-coloured text.
• Avoid small white text reversed out of several colours.
• Use 100% black for small black text.

Small text printed on textured, uncoated, recycled, synthetic, fabric, or large-format material may require heavier type.

15. Transparencies, Effects, and Layers

Check transparencies, shadows, blends, masks, gradients, and special effects carefully before export.

Where possible:

• Use a suitable print-PDF preset.
• Flatten complex transparency effects where required.
• Remove hidden or unnecessary layers.
• Check overprint settings.
• Check that white objects are not accidentally set to overprint.

Unexpected results caused by unsupported effects, transparency, blending, or overprint settings in supplied artwork are not considered production errors.

16. Borders and Frames

Thin borders placed close to the trim edge can appear uneven after cutting because trimming is subject to normal production tolerances.

For a more balanced result:

• Use a wider border.
• Keep the border well inside the trim line.
• Avoid borders that require perfect equal spacing on every side.

Minor trimming variation is normal in commercial printing.

17. Folding and Creasing

Folded artwork must be prepared using the correct panel sizes and fold sequence.

Do not assume every panel will have equal width.

Roll folds, gate folds, accordion folds, and other formats may require:

• Shortened inner panels.
• Special page positioning.
• Correct front and reverse orientation.
• Safe margins near folds.
• Creasing for heavier stock.

Request a template before creating complex folded artwork.

Keep important text and logos away from fold and crease lines.

18. Booklets and Multi-Page Documents

Booklet artwork should normally be supplied as individual pages in reading order, not as printer spreads.

For example:

• Page 1 should be the front cover.
• The final page should be the back cover.
• Inside pages should follow in normal reading order.

For saddle-stitched booklets:

• The total page count must normally be divisible by four.
• Blank pages may be added where required.
• Allow for movement near the centre and outer pages.

For perfect-bound books:

• Allow additional space near the binding edge.
• Do not place critical content too close to the spine.
• Spine width must be calculated from the final page count and selected paper.

For wire, spiral, or comb binding:

• Keep important content away from the binding edge.
• Allow sufficient space for punched holes.

19. Page Count

Check that the number of artwork pages matches the number of pages ordered.

Unless otherwise stated:

• A single printed sheet has two possible printed sides.
• A folded sheet may create several panels or pages.
• A booklet page count includes covers unless specified otherwise.
• Blank pages count toward the final booklet page count.

Contact Print Depot before ordering where you are unsure how the page count should be calculated.

20. Binding Margins

Allow additional margin on the binding edge for:

• Perfect binding.
• Wire binding.
• Spiral binding.
• Comb binding.
• Drilling or filing holes.
• Stapling.

The required margin depends on the product, thickness, binding method, and finished size.

21. Labels, Stickers, and Die-Cut Products

For custom-shaped labels and stickers:

• Supply a vector cut line.
• Name the cut line clearly, such as “CutContour”.
• Set the cut line as a spot colour.
• Set the cut line to overprint where instructed.
• Keep important content inside the safe area.
• Extend background artwork beyond the cut line.

Very sharp internal corners, extremely small shapes, narrow gaps, or intricate details may not be suitable for cutting.

Print Depot may recommend simplifying the shape before production.

22. Signs, Boards, and Large-Format Artwork

Large-format artwork should be supplied at final size or at a clearly stated scale.

For signs, boards, banners, posters, and displays:

• Use vector logos where possible.
• Check image resolution at the final output size.
• Allow safe areas for eyelets, hems, pole pockets, frames, drilling, or mounting.
• Clearly show any cut shape, drill position, fold, or fabrication requirement.
• Confirm whether the artwork is viewed close-up or from a distance.

Do not place important content close to edges that may be hidden by frames, stands, holders, trims, or installation hardware.

23. Banners

Banner artwork should allow for any required:

• Hems.
• Eyelets.
• Pole pockets.
• Rope edges.
• Wind slits.
• Stitching.

Keep text, logos, and important graphics clear of finishing areas.

Where a banner will be viewed outdoors, use suitable contrast and text size for the intended viewing distance.

24. Corflute, Foam Board, ACM, and Rigid Signs

For rigid signs, clearly confirm:

• Finished width and height.
• Portrait or landscape orientation.
• Single-sided or double-sided printing.
• Material and thickness.
• Lamination or coating.
• Eyelet or drill-hole positions.
• Cut shape.
• Installation or mounting requirements.

Keep important content away from drill holes, cut edges, corners, frames, and mounting hardware.

25. Presentation Folders and Packaging

Presentation folders, sleeves, boxes, and packaging must be prepared using the approved dieline.

Artwork should include clearly identified:

• Cut lines.
• Fold or crease lines.
• Glue areas.
• Tabs and slots.
• Safe areas.
• Bleed areas.
• Front, back, inside, and outside panels.

Do not alter the dieline dimensions without written approval from Print Depot.

Dielines should remain on a separate, clearly named layer and should not print unless intended.

26. QR Codes and Barcodes

Customers are responsible for checking that all QR codes and barcodes:

• Contain the correct information.
• Link to the correct website or destination.
• Are large enough to scan.
• Have sufficient contrast.
• Include the required clear space.
• Are not distorted, stretched, cropped, or compressed.

Test all QR codes and barcodes from the final PDF before submitting the artwork.

Print Depot does not guarantee that a code will scan on every device, scanner, surface, size, colour combination, or printing material.

27. Variable Data and Personalisation

Variable data may include:

• Names.
• Addresses.
• Numbers.
• Barcodes.
• QR codes.
• Certificates.
• Tickets.
• Mailing information.

Supply variable data in a clean spreadsheet with:

• One clear heading per column.
• One record per row.
• No unnecessary merged cells.
• Correct spelling and formatting.
• Final and approved information only.

Customers are responsible for the accuracy, legality, and privacy of all supplied variable data.

A sample or data proof may be supplied for approval before production.

28. Microsoft Word, PowerPoint, and Publisher Files

Microsoft Office files can change when opened on a different computer because of:

• Missing fonts.
• Different software versions.
• Different printer settings.
• Text reflow.
• Changed page margins.
• Unsupported effects.

Where possible, save or export the final file as a PDF before sending it to Print Depot.

If an editable Microsoft file is supplied, Print Depot may provide a converted PDF proof for approval.

29. Canva and Online Design Platforms

When exporting artwork from Canva or another online design platform:

• Select PDF Print.
• Include bleed where available.
• Check the finished dimensions.
• Use CMYK export where available.
• Check image quality.
• Check that text and graphics remain inside the safe area.

Do not rely only on the on-screen Canva preview. Review the exported PDF carefully before submitting it.

30. File Names

Use clear and descriptive file names.

For example:

CompanyName_Product_Size_Version.pdf

Avoid file names such as:

• Final.pdf
• Final-New.pdf
• Final-Updated-Last.pdf
• Untitled.pdf

Clearly identify which file is the final approved production file.

31. Supplying Multiple Files

Where an order contains several designs, clearly identify:

• The quantity required for each design.
• The size and product for each file.
• Single-sided or double-sided artwork.
• Front and back files.
• Page order.
• Any variable or personalised versions.

Print Depot is not responsible for incorrect quantities or combinations caused by unclear or incomplete file instructions.

32. File Upload and Transfer

Artwork may be supplied through:

• The Print Depot website.
• Email, where the file size is suitable.
• An approved cloud-transfer link.
• Another transfer method accepted by Print Depot.

Customers should:

• Keep backup copies of all supplied files.
• Confirm that uploads have completed successfully.
• Ensure transfer links remain active long enough for download.
• Avoid password protection unless the password is supplied separately.

Print Depot does not guarantee permanent artwork storage.

33. Artwork Checking

Basic artwork checking may identify obvious technical issues such as:

• Incorrect page size.
• Missing bleed.
• Low-resolution images.
• Missing fonts.
• Incorrect page count.
• Obvious cut-line or finishing issues.

Basic checking does not include full proofreading, copy editing, fact checking, legal checking, or verification of every design element.

Unless expressly included in the order, Print Depot does not check:

• Spelling and grammar.
• Names and contact details.
• Dates and prices.
• Website links.
• QR-code destinations.
• Barcode data.
• Copyright ownership.
• Page content accuracy.
• Variable-data accuracy.

34. Artwork Correction Charges

Additional charges may apply where Print Depot is asked to:

• Add or repair bleed.
• Resize artwork.
• Rebuild low-quality files.
• Correct page order.
• Replace or outline fonts.
• Repair images or logos.
• Create cut lines or dielines.
• Prepare files for folding, binding, or finishing.
• Convert unsuitable artwork into a print-ready file.

Print Depot may provide a quotation before completing substantial artwork corrections.

35. Proof Approval

Where Print Depot provides a proof, the customer must review it carefully before approving production.

Check:

• Spelling and grammar.
• Names and contact information.
• Dates, prices, and quantities.
• Layout and alignment.
• Finished size and orientation.
• Page order.
• Images and logos.
• Folds, cuts, binding, and finishing.
• QR codes, barcodes, and variable data.

Approval by email, website confirmation, electronic approval, signature, payment, or another instruction to proceed authorises production.

By approving a proof, the customer confirms that the artwork and specifications are correct.

Print Depot is not responsible for errors visible or reasonably identifiable in an approved proof.

36. Screen Proofs

A digital or emailed proof is intended to show:

• Layout.
• Content.
• Page order.
• Positioning.
• General appearance.

A screen proof is not a reliable colour match because screen brightness, calibration, software, and device settings vary.

Where exact colour, stock, texture, finish, or physical appearance is important, request a printed or physical proof.

37. Printed Proofs and Samples

A printed proof or sample may be recommended for:

• Colour-critical work.
• Packaging.
• Complex folding.
• Special finishing.
• Large-volume production.
• Unusual materials.
• Products requiring accurate fit or assembly.

Printed proofs may not use the exact final production process, material, finishing, or binding unless expressly stated.

Additional charges and production time may apply.

38. Production Tolerances

Commercial printing and finishing are subject to reasonable manufacturing tolerances.

Minor variation may occur in:

• Trimming.
• Image position.
• Front-to-back registration.
• Folding and scoring.
• Perforation position.
• Lamination alignment.
• Binding position.
• Colour and density.
• Finished quantity.

Minor variations that do not materially affect the normal use or overall appearance of the product are not considered defects.

39. Customer Responsibility

The customer is responsible for ensuring that:

• The correct artwork is supplied.
• The artwork matches the ordered product and dimensions.
• All content is accurate.
• All required permissions and licences have been obtained.
• The artwork is suitable for its intended purpose.
• The approved proof is correct.

Print Depot is not responsible for errors caused by:

• Incorrect customer-supplied artwork.
• Low-resolution images.
• Missing bleed.
• Incorrect dimensions.
• Incorrect spelling or content.
• Errors appearing in an approved proof.
• Unexpected RGB-to-CMYK colour conversion.
• Missing fonts or links.
• Incorrect QR codes, barcodes, or variable data.
• Failure to follow these Artwork Guidelines.

This does not limit any rights that cannot legally be excluded under New Zealand law.

40. Copyright and Permissions

By supplying artwork, the customer confirms that they:

• Own the artwork or have permission to reproduce it.
• Have permission to use all photographs, logos, fonts, trademarks, and other content.
• Have obtained any required consent from people shown or identified.
• Are legally entitled to supply any personal data included in the artwork.

Print Depot may refuse artwork that appears unlawful, misleading, defamatory, offensive, infringing, or unauthorised.

41. Artwork Storage

Customers must keep their own backup copies of all artwork and data.

Print Depot may retain artwork temporarily for production, reorders, quality control, or customer service but does not guarantee permanent storage.

Artwork and production files may be deleted after 90 days unless a longer period is required or agreed.

A future reorder may require the artwork to be supplied again.

42. Final Pre-Flight Checklist

Before sending artwork, confirm that:

• The document size is correct.
• The artwork includes the required bleed.
• Important content is inside the safe area.
• Images are high resolution.
• Colours are set to CMYK where appropriate.
• Fonts are embedded or outlined.
• Pages are in the correct order.
• Spelling and contact details are correct.
• QR codes and barcodes have been tested.
• Fold, cut, drill, and binding requirements are clearly shown.
• The supplied file is the final approved version.

43. Need Artwork Help?

If your artwork is not print-ready, Print Depot may be able to assist with:

• Artwork setup.
• Bleed and margin correction.
• File resizing.
• Logo recreation.
• Basic layout changes.
• Design services.
• Print-ready PDF preparation.

Artwork or design charges may apply. We will confirm the cost before completing substantial additional work.

44. Related Policies

Please also review:

• Privacy Policy
• Terms and Conditions
• Refunds and Returns Policy
• Shipping and Delivery Policy
• Payment Policy
• Cookie Policy

45. Contact Print Depot

For artwork questions, templates, file checks, proofs, design assistance, or production advice, contact:

Print Depot
East Tāmaki, Auckland, New Zealand
Phone: 09 300 3216
Email: info@printdepot.co.nz
Website: https://printdepot.co.nz/

When contacting us, include the product name, finished size, quantity, deadline, and artwork file where available.