Print-Ready File Preparation Guide

By Jonathan Mangrum, Prepress Manager at Catalog Kings

A press-ready file is artwork prepared to the approved finished size and production specifications, with the required bleed, safe area, color settings, image resolution, fonts, page order and output settings in place. Correct setup reduces preventable delays and helps the finished piece match the approved design.

The requirements below are based on the current Catalog Kings File Submission Guidelines. Instructions on your estimate, job ticket, supplied template or written directions from the Catalog Kings prepress team should control whenever they differ from this general guide.

Preferred File Formats

Catalog Kings' preferred design and production formats are:

  • PDF
  • Adobe InDesign
  • Adobe Illustrator
  • Adobe Photoshop

Native InDesign, Illustrator or Photoshop files must be packaged with the required links and fonts. See Package Native Files below.

Information to Confirm Before Final Design

Confirm these specifications before completing the artwork:

  • finished trim size;
  • flat size and folded size, when applicable;
  • page count and cover configuration;
  • binding method;
  • required bleed and safe area;
  • paper stock and coating;
  • process color, Spot/PMS color or both;
  • specialty finishes and their file requirements;
  • proof type and approval process;
  • mailing-panel, addressing or postal requirements;
  • file-submission method and maximum file size;
  • whether the project includes versions or plate changes.

Late changes to size, paper, page count or binding can affect layouts, spine width, imposition, pricing and schedule.

Set the Correct Page and Trim Size

Build the document at the approved finished size unless Catalog Kings supplies a different template. Do not scale a smaller layout up during export.

For folded pieces, confirm whether the panels are equal or whether one must be adjusted for the fold. For bound catalogs, supply pages in the requested format and confirm separate cover dimensions when a spine is required.

Add 1/8-Inch Bleed and Protect the Safe Area

Create the document with 1/8 inch (0.125 inch) of bleed on all four sides outside the final trim. Extend background colors, photographs and other edge-to-edge artwork fully through the bleed.

Keep all text and other non-bleeding content at least 1/8 inch inside the trim. More space may be required depending on the binding method, page count or page content.

Avoid placing thin borders close to a trim or fold. Normal production variation can make a border appear uneven even when the artwork is centered.

Use Catalog Kings' Color Requirements

Use the current Catalog Kings Color Settings package for Adobe applications. The package contains:

  • GRACoL2013_CRPC6.icc — the approved CMYK output profile;
  • AC_color_settings.csf — the synchronized Adobe color-settings file;
  • AC_pdf_settings.joboptions — the approved Adobe PDF export preset; and
  • installation instructions for macOS and Windows.

Convert images and documents to GRACoL2013_CRPC6 CMYK before submission and review the converted color. Files that are not converted may produce undesirable color changes.

On macOS, install the ICC profile in /Library/ColorSync/Profiles, place AC_color_settings.csf in the Adobe Color Settings folder, then select AC_color_settings in Adobe Bridge under Edit > Color Settings and choose Apply. On Windows, install the ICC profile through Windows Color Management, then select and apply AC_color_settings from Adobe Bridge.

The synchronized settings use sRGB IEC61966-2.1 for RGB, GRACoL2013_CRPC6 for CMYK and Dot Gain 20% for grayscale. Use the supplied installation instructions rather than manually recreating the settings.

Black text

Set black text as one-color black:

  • C: 0%
  • M: 0%
  • Y: 0%
  • K: 100%

This helps avoid registration issues and unwanted color offsets around text.

Solid black backgrounds

For solid black backgrounds, use the Catalog Kings rich-black build:

  • C: 60%
  • M: 40%
  • Y: 40%
  • K: 100%

Using only 100% black ink for a large background can produce a less substantial black than the approved rich-black build.

True blue

When the intended result is the Catalog Kings recommended true blue rather than a purple-blue, use:

  • C: 100%
  • M: 65%
  • Y: 0%
  • K: 0%

Color appearance still depends on paper, ink, press conditions and proofing. Discuss color-critical brand colors with prepress.

Check Image Format, Resolution and Quality

Accepted image formats include:

  • JPEG
  • TIFF
  • PSD
  • EPS
  • PDF
  • PNG

Catalog Kings prefers 400 DPI at the final placed size for the highest-quality printing. 300 DPI at final size is the minimum acceptable resolution for quality reproduction. Images below 300 DPI may reproduce poorly on press.

Watch for:

  • small web images enlarged in the layout;
  • screenshots used as product photography;
  • heavy JPEG compression;
  • missing linked images;
  • images that look sharp when reduced but appear soft at final size;
  • transparency effects that change during output.

Do not reduce, compress or flatten editable image files when submitting working files. Preserving the original image data and layers allows later corrections when necessary.

If a layered Photoshop file contains live text, make the text one-color black where appropriate and provide all fonts used.

Upsampling a low-resolution image does not recreate missing detail. Replace it with a higher-quality original whenever possible.

Supply All Fonts

Catalog Kings accepts all font types, but every font used in the publication must be supplied with the working files, subject to the font's licensing terms.

If a missing font must be substituted, text may reflow and change line endings, spacing, pagination or the overall layout. Review the packaged files and the final proof for missing or substituted fonts.

Also check for:

  • artificial bold or italic styling;
  • very small type;
  • thin reversed text;
  • text too close to trims, folds, drill holes or binding;
  • unintended four-color black text.

Prepare Catalog and Booklet Pages

Unless instructed otherwise, supply catalog interiors as individual pages in normal reading order, not imposed printer spreads. The production team handles imposition.

Confirm:

  • whether the cover is included in the numbered page count;
  • whether inside covers print;
  • whether blank pages are intentional;
  • the binding method and required page-count increments;
  • whether a perfect-bound cover requires a calculated spine;
  • whether artwork crosses a spine or reader spread;
  • how close content may sit to the binding edge;
  • whether saddle-stitch creep must be handled by prepress;
  • whether Wire-O or plastic-coil punching requires additional binding clearance.

Saddle-stitched page counts generally work in multiples of four. Perfect-bound, Wire-O and plastic-coil requirements differ, so finalize the binding and page plan before completing the cover.

Package Native Working Files

Packaging native files is required when submitting working files. Use the design application's package or collect function to place the document, linked images and fonts into one folder.

Before submission:

  • confirm that every link is present and current;
  • include all fonts that licensing permits you to supply;
  • preserve editable image files and layers;
  • use clear file names and version numbers;
  • remove obsolete files that could cause confusion.

Do not send a native layout file without its links and fonts.

Create the Press-Ready PDF

When creating the PDF:

  • install and use the supplied AC_pdf_settings.joboptions Adobe PDF preset;
  • do not use PDF/X settings under the current Catalog Kings submission requirements;
  • confirm that crop marks, bleed marks and page information are enabled by the preset;
  • confirm that color bars and registration marks remain off unless prepress directs otherwise;
  • confirm that the PDF includes the full 1/8-inch bleed on all four sides.

In InDesign, load the preset through File > Adobe PDF Presets > Define > Load. In Illustrator or Photoshop, import it through Edit > Adobe PDF Presets > Import. Select AC_pdf_settings whenever creating the production PDF.

The supplied preset converts color to CMYK using GRACoL2013_CRPC6.icc, embeds fonts, preserves the required marks and bleed setup, and does not apply PDF/X compliance. Do not substitute or manually alter the preset without approval from Catalog Kings prepress.

Before sending the PDF, verify:

  • final page size;
  • bleed and trim boundaries;
  • page count and order;
  • supplied or embedded fonts;
  • image quality and effective resolution;
  • GRACoL CMYK conversion;
  • one-color black text and approved rich-black backgrounds;
  • Spot/PMS color definitions;
  • transparency and overprint behavior;
  • no passwords or security restrictions;
  • no comments, form fields or hidden content that should not print.

Review the exported PDF carefully. Creating a PDF does not replace proofreading.

Spot and PMS Colors

Specific Pantone colors may be requested for an additional charge. Any requested Spot/PMS color must be clearly noted and supplied in vector format.

In a purchased hard color proof, a Spot/PMS color will be represented by its CMYK equivalent. In the supplied digital proof, it will appear as a Pantone color. Check the proof carefully to confirm that every requested Pantone color is present in the correct locations.

Spot UV, Foil and Embossing Files

When Spot UV, foil or embossing has been purchased, provide each finishing effect as either:

  • a separate file; or
  • a separate layer within the working file.

Each finishing option must be supplied as 100% of a single CMYK separation. Black is generally used, although another separation may be used when multiple finishing layers must be distinguished.

Each finishing layer must align precisely with the printed artwork. Follow any project-specific naming, knockout, overprint and clearance instructions provided by prepress.

Hard Copy and Hard Color Proofs

For color-critical work, provide an available physical sample that displays the intended color and purchase hard color proofs produced from the submitted files.

Exact color matching may not be possible when the supplied sample was produced using a different output device, ink system, paper or process. Additional charges apply for hard color proofs and file retouching.

A digital proof is useful for checking content, page order, placement and the presence of requested Pantone colors, but it should not be treated as an exact physical color match.

Four-Color Jobs With Plate Changes

For a four-color job containing text versions or plate changes, use one of these approved submission structures.

Option 1: Layered InDesign document

Supply one InDesign document containing:

  1. all images on one layer;
  2. the main text version on a separate layer;
  3. the second text version or plate change on a separate layer.

The document should contain three total production layers.

Option 2: Three separate PDFs

Supply:

  1. one PDF containing the images;
  2. one PDF containing the main text;
  3. one PDF containing the secondary text or plate change.

Confirm file naming, version count and plate-change instructions with prepress before submission.

Review the Proof Carefully

The customer proof is the final opportunity to catch many content and layout errors. Check:

  • spelling, prices, dates, phone numbers, URLs and QR codes;
  • page order and orientation;
  • trim, bleed, folds and safe areas;
  • image placement and quality;
  • color expectations within the limits of the proof type;
  • Spot/PMS colors;
  • binding edge, punching clearance and spine content;
  • variable or versioned information;
  • mailing panel and return address;
  • every requested correction.

Prepress review focuses on production readiness and may not catch factual, grammatical, pricing or design errors. Identify who has final approval authority before production begins.

Catalog Kings File-Submission Checklist

  • The estimate and final specifications match.
  • The document size, page count, folds and binding are correct.
  • The file includes 1/8-inch bleed on all four sides.
  • Text and non-bleeding content remain at least 1/8 inch inside the trim, with more clearance where required.
  • The supplied GRACoL2013_CRPC6.icc and AC_color_settings.csf settings are installed and applied.
  • Images and documents are converted to GRACoL2013_CRPC6 CMYK.
  • Images are preferably 400 DPI and no lower than 300 DPI at final size.
  • Black text is C:0 M:0 Y:0 K:100.
  • Solid black backgrounds use C:60 M:40 Y:40 K:100 where applicable.
  • All fonts and linked files are included with native working files.
  • Native files are packaged into one complete folder.
  • Spot/PMS colors are identified and supplied in vector format.
  • Spot UV, foil and embossing elements use separate files or layers and a 100% single-color separation.
  • Catalog pages are supplied in the requested order and format.
  • The cover and spine use the final approved dimensions.
  • Wire-O or plastic-coil artwork has sufficient punching clearance.
  • The PDF uses the supplied AC_pdf_settings.joboptions preset rather than a PDF/X setting.
  • Crop marks, bleed marks and page information are enabled; color bars and registration marks remain off unless directed otherwise.
  • Versioned or plate-change files follow an approved structure.
  • The complete exported PDF and proof have been reviewed.
  • File names and version numbers are clear.
  • Mailing and personalization requirements are confirmed.

Frequently Asked Questions

Which file formats does Catalog Kings prefer?

Catalog Kings prefers PDF, Adobe InDesign, Adobe Illustrator and Adobe Photoshop files. Native working files must be packaged with their links and fonts.

How much bleed should I include?

Include 1/8 inch of bleed on all four sides outside the final trim. Keep text and non-bleeding content at least 1/8 inch inside the trim. Binding, page count or content may require more internal clearance.

Should I use a PDF/X setting?

No. Install and use the supplied AC_pdf_settings.joboptions preset. It uses GRACoL2013_CRPC6 CMYK, the required marks and bleed configuration, embedded fonts and no PDF/X compliance.

Which color profile should I use?

Use GRACoL2013_CRPC6.icc for CMYK. Apply the supplied AC_color_settings.csf through Adobe Bridge so supported Adobe applications use the synchronized Catalog Kings settings. The package also specifies sRGB IEC61966-2.1 for RGB and Dot Gain 20% for grayscale.

What image resolution should I use?

Catalog Kings prefers 400 DPI at final size for the highest-quality reproduction. Images must be at least 300 DPI at final size for acceptable quality.

Should I submit printer spreads or individual pages?

Individual pages in normal reading order are commonly preferred because the printer handles imposition. Submit spreads only when Catalog Kings specifically requests them or supplies a template requiring them.

Is a digital PDF proof enough for color approval?

A digital proof is useful for content, page order, placement and confirming requested Pantone colors. It is not an exact physical color match. For color-critical work, provide an available physical sample and purchase hard color proofs made from the submitted files.

Can prepress repair my file?

Some issues may be correctable, while others require the designer to revise the source artwork. File retouching and hard color proofs may involve additional charges. Confirm the required work and approve a corrected proof before production.

When does production turnaround begin?

The schedule should be defined in the quote. Production commonly begins after the required files, information and proof approvals are complete. Paper availability, specialty finishing, mailing, shipping and customer changes can affect timing.

Need a File Review or Printing Quote?

Share your project specifications and target date with Catalog Kings before final output whenever possible.

Request a Quote or Contact Catalog Kings.

Reviewed by Kory Hershkowitz for Catalog Kings on September 8, 2026.