Print artwork handoff: what should you check before the factory prints?

The artwork has been exported as a PDF and opens normally on your computer. Is that enough to tell the factory to start printing?

A file that opens can be read; that does not establish that its dimensions, colour separations, fonts and finishing information meet production requirements. Adobe's preflight tools can check missing fonts, links, overset text and low-resolution images, but the checks depend on the rules in use. An automated check cannot approve the wording, product information or design intent on the customer's behalf.^[1]

A reliable handoff confirms three separate things: the content is correct, the file meets the agreed technical conditions, and the factory understands the same production route that the parties have agreed.

Start with the revision and dieline

Confirm that the artwork uses the latest factory-approved dieline, and record its identifier, revision, units and scale. A dieline is the flat structural drawing showing the carton's cutting and folding positions. Do not move creases, change the glue flap or scale the whole drawing simply to make the artwork fit more neatly.

Also confirm whether the drawing is viewed from the printed face or the inside, and identify the front, back, sides and base. Check the orientation of areas that become visible only after folding, using a folded sample or an approved three-dimensional preview.

If the factory updates the structure, do not resend the old artwork after merely changing its filename. Establish which artwork areas are affected and check the file against the new structural revision.

This step prevents a technically complete PDF from being printed on the wrong version of the carton.

Bleed, safety distances and structural areas are different

Bleed extends artwork beyond the intended cut edge to reduce the risk of a white edge appearing when cutting varies. Entering a bleed value in an export dialog does not create background artwork that is missing from the original design. Adobe advises setting the relevant areas to the print service provider's requirements.^[2]

A safety distance keeps important text and logos away from cutting and other risk areas. Creases, tuck flaps and glue areas also have structural and converting requirements; a single bleed value does not address all of them.

Do not treat 3 mm, or another familiar value, as a universal rule for every carton. Use the template and production requirements confirmed by the factory for this order. Check separately where backgrounds must extend and where critical content must stay clear.

Keep structural and finishing information distinct from the printed image

Organise artwork, cut lines, crease lines and information for foil, white ink or spot varnish in a form that the receiving factory accepts. Confirm layers, spot-colour names, output purposes and the handoff instructions.

Drawing a red outline does not automatically tell the next system that it is a cut line. Hiding a layer in the design application does not, by itself, establish that the final production PDF will not output it. Ask the factory to check the actual PDF and its separations.

Ghent Workgroup treats packaging processing-step information and packaging-specific preflight as distinct subjects. These details should not be confused with ordinary printed artwork. The actual agreement still has to fit the receiving workflow; naming layers yourself is not enough.^[3]

Check fonts, images and links in the final output file

For fonts, check for missing or substituted fonts and overset text. Use embedding or another accepted handoff method according to the factory's workflow and the font licence. If converting text to outlines is required, keep an editable master, save a separate delivery copy and check that the text has not changed. “Convert every font to outlines” is not the only correct answer. Adobe provides font-related PDF output options, but the settings must suit the receiving workflow.^[5]

For images, confirm that links are complete and check effective resolution at the size actually used in the artwork. The number in a file's dpi metadata alone does not establish the resolution at its placed size.

A mathematical example: an image 1,500 pixels wide printed at 127 mm, or 5 inches, has an effective resolution of 1,500 ÷ 5 = 300 ppi. At 254 mm, or 10 inches, the same image has an effective resolution of 150 ppi.

This does not make 300 ppi suitable for every process or 150 ppi automatically unacceptable. It illustrates that enlarging the same bitmap spreads its pixels over a greater distance. Suitability depends on the image content, output conditions and factory requirements. Adobe's object inspection tools can report image resolution and other information.^[4]

Check vector artwork and bitmap images separately. A bitmap resolution rule cannot assess every type of object.

Inspect separations and overprint, not only the composite preview

For a carton file, check which process colours, spot colours and finishing plates will actually be output. Look for duplicate or incorrect spot-colour names, and confirm that white ink, varnish and other required information remain in the agreed form.

Adobe Acrobat's Output Preview can inspect separations, overprint and ink coverage. Settings for black text, the composition of large black areas and total ink coverage need to match the actual output conditions. A single number cannot cover every device and material.^[4]

Do not convert every spot colour to CMYK or flatten every transparency without confirmation. These changes may alter agreed separations or output intent. Preflight should establish suitability for the selected production workflow, rather than mechanically remove objects that look complicated.

Passing PDF/X checks does not approve the order

Agree the PDF standard, version and output conditions required by the factory before delivery. Adobe's PDF export settings include colour conversion, font and output-intent options. Selecting a preset with “print” in its name is not the end of the check.^[5]

Keep both the automated preflight result and the human approval record. Software can identify some technical issues, but it cannot decide for the brand whether the product name is wrong, a translation has been approved, a barcode identifies the correct item, or an old revision has replaced the new one.

Functional elements such as barcodes also need an agreed check or verification on the finished product where required. Seeing a barcode on screen does not complete that task.

Make the final handoff unambiguous and traceable

Identify one file as the production file and include a brief handoff note covering:

• The project, structural revision and artwork revision.
• Dimensions, units and the agreed colour and finishing arrangements.
• Preflight status and any items that remain to be confirmed.

Preview images can help communication, but label them as previews rather than production files. Agree whether editable source files are required. Sending several files named “final”, “final 2” and “really final” leaves the receiving team to guess which one to use.

If the factory finds a problem and changes the file, changes to content, dimensions or appearance need renewed confirmation. Bind approval to the revised file; an earlier message approving production cannot automatically be applied to a different version.

The purpose of prepress handoff is to establish which file will be used, under which conditions and to produce which agreed result. A message saying “file received” does not answer those questions.

Print artwork handoff checklist
Packaging Supply
https://globewhim.com/guides/print-artwork-preflight-handoff/

[ ] Production filename / revision / owner:

[ ] Approved dieline ID / units / scale / viewing side:

[ ] Front / back / folding orientation:

[ ] Factory bleed / safe distances / structural zones:

[ ] Artwork / cut / crease / finishing-layer instructions:

[ ] Missing fonts / embedding permissions / editable master:

[ ] Image links / effective resolution at actual size:

[ ] CMYK / spot / white ink / finishing separations:

[ ] Overprint / ink coverage / output preview checks:

[ ] Agreed PDF standard / output intent / preflight profile:

[ ] Text / translations / barcode checks / approver:

[ ] Unresolved issues / change approval / unique production file:

Mark unresolved items as “to confirm”. This checklist supports a supplier discussion and does not establish supply, engineering approval or a quotation.