Top 10 File Prep Mistakes to Avoid

Having reviewed thousands of artwork files for Sacramento-region businesses, we’ve identified the most frequent mistakes that slow down sign production. Avoid delays and extra revisions by double-checking your files before sending them to Sactown Signco.

Low Resolution Images

The Problem: Using images sourced from the web (72 DPI) or small previews that look fine on screen but print blurry, pixelated, and unprofessional.

The Fix: Provide images at a minimum of 150 DPI at the final print size. For signs viewed up close—like trade show displays or retail signage—aim for 300 DPI. When unsure, start with the highest resolution original you have.

Pro Tip: Zoom to 100% in your design software; if it looks fuzzy there, it will print fuzzy.

RGB Color Mode Instead of CMYK

The Problem: Designing in RGB (screen colors) and submitting files without converting to CMYK. Colors can shift significantly during conversion, especially bright blues, greens, and purples.

The Fix: Start your artwork in CMYK or convert to CMYK before exporting. Always review colors after conversion and adjust as needed. Include Pantone color codes for brand-critical colors.

Pro Tip: That neon green you see on screen won’t print the same in CMYK—plan alternatives early.

Forgetting to Outline Fonts

The Problem: Sending files with live text. If we don’t have your exact fonts installed, your design will substitute fonts, often causing layout issues.

The Fix: Convert all text to outlines (curves/paths) before exporting. In Illustrator, select all text, then go to Type → Create Outlines. Keep an editable version for future edits.

Pro Tip: Run a spell check after outlining, since text won’t be editable afterward.

No Bleed (White Edges After Cutting)

The Problem: Artwork that ends exactly at the cut line can result in unwanted white edges if the cut shifts slightly.

The Fix: Extend backgrounds and edge-to-edge elements at least 0.125" (1/8") beyond the cut line. For large format signs, use 0.25" bleed.

Pro Tip: Think of bleed as insurance for a flawless finished sign.

Important Content Too Close to the Edge

The Problem: Placing text, logos, or key visuals right at the edge risks them looking cramped or being trimmed off.

The Fix: Keep all critical elements at least 0.25" inside the cut line. This “safe zone” protects your content and gives your design room to breathe.

Pro Tip: Set guides at 0.25" from each edge in your design software as a helpful reminder.

Wrong File Size or Scale

The Problem: Sending files at incorrect dimensions (like 50% scale or web-sized exports) causes quality loss or extra work to adjust.

The Fix: Set your document to the exact final print size from the start. If working at scale (common for large banners), clearly note the scale and use vector graphics when possible.

Pro Tip: Include dimensions in your file name, e.g. “Store-Banner-48x96-FINAL.pdf.”

Using the Wrong File Format

The Problem: Sending Word docs, PowerPoint files, or low-res JPEGs, which aren’t suitable for print and cause font and quality issues.

The Fix: Export as PDF (with fonts outlined), AI, EPS, or high-resolution PNG/TIFF. For PDFs, use “Press Quality” or “High Quality Print” settings.

Pro Tip: PDF is usually the safest choice—it preserves fonts, colors, and layout across systems.

Embedded Images Missing or Linked Incorrectly

The Problem: In apps like Illustrator or InDesign, images might be linked rather than embedded. Sending only the design file without linked images results in missing graphics.

The Fix: Embed all images before saving (Links panel → Embed), or use “Package” to collect all linked files. Alternatively, export a flattened PDF that includes all assets.

Pro Tip: InDesign’s “Package” command (File → Package) gathers fonts and links into one folder—ideal for handoffs.

Spelling and Content Errors

The Problem: Typos, incorrect phone numbers, outdated addresses, or missing info. Once approved, we print exactly what’s provided. Reprints cost time and money.

The Fix: Triple-check everything before submitting. Have someone else review your file. Read phone numbers and addresses aloud. Verify spelling, especially names and technical terms.

Pro Tip: Print a paper proof and review it away from your screen—errors stand out more on paper.

Not Providing Clear Instructions

The Problem: Sending files without context. Which side is front? Is this the final version? What size and material? We want to get it right but need details.

The Fix: Include a brief note with your files: product type, final size, material (if known), quantity, and any special instructions. Use clear file names like “FRONT-24x36-v3-FINAL.pdf.”

Pro Tip: Our project form collects all this info—use it to ensure nothing is missed.

Quick Checklist Before Submitting

✓ Images are 150+ DPI at final size
✓ Color mode is CMYK
✓ All fonts are outlined
✓ Bleed of 0.125" added
✓ Safe zone of 0.25" observed
✓ File is at exact final dimensions
✓ Saved as PDF, AI, EPS, or high-res image
✓ All images embedded (not linked)
✓ Spelling and content verified
✓ Clear file name and instructions included

Need More Help?

Explore our complete artwork guide for detailed specs, or reach out to Sactown Signco if you need assistance preparing your files for production.

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