Checking a file before you send it
Ten minutes with the exported file is the best value check in the whole job. Do it on the PDF you are about to send, not on the working file.
The ten-point check.
Work through these in order. The first five are about what you say. The last five are about the file.
The content
- Read every word aloud. Reading aloud slows you down enough to spot a doubled "the" or a missing word. Then read the headline letter by letter, as big type is where nobody looks for errors.
- Dial the phone number. Really do it. Type the web address into a browser, and send a test message to the email address.
- Scan any QR code from the screen, and from a test print at about the real size. Check where it goes.
- Check the dates against a calendar. Does 14 March fall on the day you have written? Is it the right year?
- Match names and titles to their source. Sponsors, speakers, job titles and legal lines are the errors people complain about most.
The file
- Check the page size. In Acrobat, hover over the bottom left of the page, or look under File, Properties. Does it match the finished size, or the agreed scale?
- Check the bleed. Colour must run past the edge, and nothing important should sit near the trim. See setting up bleed.
- Check the fonts. All of them should be listed as embedded, or the text outlined.
- Zoom in to 200% on every image. Look for blocky areas, jagged edges or a logo with a white box round it. Enlarged images should get a closer look, using our guide to image resolution.
- Check that nothing is left over. Look for hidden layers, placeholder text such as "lorem ipsum", comments, template guides and preview watermarks on stock images.
Three ways to see your own work fresh.
You will read what you meant, not what is there, so change the conditions.
- Ask someone else. A person who has never seen the job will find things that you can no longer see.
- Change the view. Print it out on paper, even if it is only A4, or look at it upside down to check the alignment.
- Leave it overnight. If the schedule allows it, a fresh morning look beats another hour of staring.
The costly slips, ranked by pain
| Slip | Consequence | Caught by |
|---|---|---|
| Wrong date or phone number | Full reprint | Checks 2 and 4 |
| Old version sent | Full reprint | Comparing the file name with the approval |
| Wrong size | May not fit the site | Check 6 |
| Soft image | Disappointing, and hard to fix late on | Check 9 |
| Text in the trim | Clipped words | Check 7 |
Then lock it
Rename the file with a version number, and do not touch it again. If a correction comes in later, make a new version. When it is ready, send it over with a note of the size, quantity and material.
Details that get read closely.
Your questions.
Will you check my spelling?
We look at files for print problems, but the wording is yours to approve. Never rely on a printer to spot a wrong date or name.
What if I find a mistake after sending?
Tell us straight away and quote the job and version. The sooner we know, the more likely it can be fixed before printing.
Can you check the technical side of my file?
Yes, we go through files when they arrive. If you want help preparing artwork, our designers can fix or rebuild it.