Essential Guide to File Formats for Printing

Understanding file formats is crucial when preparing files for printing. Each format has its strengths and weaknesses depending on the type of print job, resolution, and desired output quality. Below is a breakdown of the most common print file formats, their ideal uses, and tips for ensuring the best results.

1. PDF – Portable Document Format (The Gold Standard)

Best for: Most types of print jobs, including brochures, business cards, and posters.

PDFs are the industry standard for print files due to their ability to preserve layout, fonts, and images across platforms. Whether you’re working on a small print job or a large-scale poster, PDF files maintain high quality and ensure your design looks the same on any device or printer.

• Pro Tip: Use PDF/X-1a or PDF/X-4 standards for print jobs. These formats ensure high-quality output and compatibility with professional printers. They also embed fonts and images, preventing unexpected changes in the final print.
• Example Use Case: A marketing agency sending a final brochure design to a printing company.

2. EPS – Encapsulated PostScript (Best for Vector Graphics)

Best for: Large signs, banners, logos, and illustrations.

EPS files are ideal for vector-based designs like logos or illustrations. They are scalable, meaning you can enlarge them without losing quality—perfect for large-format prints such as banners or posters.

• Pro Tip: If you’re printing logos or intricate illustrations, always request an EPS file from your designer. This ensures that the image will print cleanly at any size.
• Example Use Case: A company printing its logo on a 10-foot-wide trade show banner.

3. JPG – Joint Photographic Experts Group (Best for Photos)

Best for: Photographs or images where file size is a concern.

JPG files are a commonly used format for web images, but they can also be used for print—especially when file size needs to be reduced. However, because JPG uses lossy compression, some quality is lost when the file is saved.

• Pro Tip: When preparing images for print, save JPGs at the highest quality setting to reduce visible compression artefacts. Stick to JPGs for images that don’t require perfect sharpness.
• Example Use Case: A real estate agent printing property flyers with property photos.

4. TIFF – Tagged Image File Format (Best for High-Resolution Images)

Best for: Professional photography, detailed images, or high-resolution print jobs.

TIFF files offer the highest quality for raster images, as they use lossless compression. This makes them ideal for professional-grade images that need to retain maximum detail and clarity.

• Pro Tip: Use TIFF files for images that will be printed in large sizes or where precision is crucial, such as art prints or photography books. Be mindful of file sizes, though—TIFFs can be quite large.
• Example Use Case: A photographer submitting images for gallery-quality prints.

5. PNG – Portable Network Graphics (Best for Web, Sometimes for Print)

Best for: Logos, images with transparency, or graphics with limited colour palettes.

While PNGs are more commonly used for web images, they can also be used in print, particularly for designs that require transparency. PNGs use lossless compression, ensuring quality, but they are not as universally supported by print companies as PDFs or EPS files.

• Pro Tip: If you need a logo with a transparent background printed on a poster, PNG might be a better choice than JPG. However, check with your printer first to ensure compatibility.
• Example Use Case: A brand using a logo with a transparent background for T-shirt printing.

6. GIF – Graphics Interchange Format (Web-Only)

Best for: Web use only; not recommended for print.

GIF files are limited to 256 colours and are best suited for simple web graphics. They’re not recommended for printing due to their low resolution and colour limitations.

• Pro Tip: Stick to PNG or JPG for print graphics instead of GIFs.
• Example Use Case: A web developer using GIFs for animated icons on a website.

7. ZIP – File Compression Format (For Sending Large Files)

Best for: Compressing large print files or sending multiple files at once.

ZIP files aren’t a format used for printing, but they are essential for compressing multiple large files before sending them to a print company. Many print services request ZIP files to bundle multiple assets, such as images and fonts, in one easy-to-manage package.

• Pro Tip: Before sending a ZIP file, double-check that all the necessary components (like fonts and images) are included to prevent errors on the printer’s side.
• Example Use Case: A designer sending a complete project with multiple files (PDFs, fonts, and images) to a printer for a large print run.

8. AI – Adobe Illustrator (Best for Editable Vectors)

Best for: Logos, illustrations, and any vector-based design that needs editing.

The AI format is Adobe Illustrator’s native file format, which allows for fully editable vector graphics. It’s perfect for designs that need to be adjusted frequently, like logos or illustrations, before they are finalized for print.

• Pro Tip: AI files are great for sending editable graphics to printers if changes are still needed. However, for final print files, it’s best to export them to a PDF or EPS format.
• Example Use Case: A designer working with a client on iterative changes to a logo design before finalizing it for print.

9. INDD – Adobe InDesign (Best for Complex Layouts)

Best for: Multi-page documents like brochures, books, and magazines.

INDD is Adobe InDesign’s native file format and is ideal for layouts that include multiple pages, such as magazines, brochures, and catalogs. It supports complex typography and detailed design elements, making it a favorite for professional designers and publishers.

• Pro Tip: Always package your InDesign files (with fonts and linked images) before sending them to your printer or export them to PDF for a print-ready file.
• Example Use Case: A publisher sending a complex book layout to the printer, including text, images, and custom typography.

10. PSD – Adobe Photoshop (Best for Layered Image Editing)

Best for: Image-heavy designs with multiple layers.

PSD is Adobe Photoshop’s native file format and is perfect for image-heavy designs where layered editing is necessary. PSD files are most commonly used during the design process but should be converted to other formats like TIFF or PDF for print.

• Pro Tip: Use PSD files for the design phase of image editing but ensure they are flattened or exported to a print-ready format like PDF or TIFF for final printing.
• Example Use Case: A designer creating a layered poster design with photos and text that will later be exported to a high-resolution print format.

11. SVG – Scalable Vector Graphics (Best for Web and Print)

Best for: Logos, icons, and illustrations, particularly those that need to scale.

SVG is an XML-based vector file format that is primarily used for web but can also be printed. It’s ideal for designs like logos and icons that need to scale without losing quality. Although not as commonly used in traditional print, some printers do support SVG for specific print needs.

• Pro Tip: SVG is widely supported for digital projects, but make sure your printer can handle the format before sending for print.
• Example Use Case: A digital-first company printing their logo, originally designed as an SVG, onto marketing materials.

12. RAW – Raw Image Format (Best for Professional Photography)

Best for: Professional photography before processing.

RAW files are uncompressed image files captured by cameras, containing all the data recorded by the sensor. They aren’t typically used for direct printing but are crucial during the editing phase before being converted to a TIFF or JPG for print.

• Pro Tip: Always edit your RAW files in software like Adobe Lightroom or Photoshop before converting them to TIFF or JPG for the best print results.
• Example Use Case: A photographer capturing high-quality images for a magazine shoot that will later be converted to a print-friendly format.

13. DCS – Desktop Colour Separations (Best for Offset Printing with Spot Colours)

Best for: Offset printing where spot colours are required.

DCS is a variant of the EPS format specifically designed for high-end printing that requires colour separations, such as spot colours. This format is commonly used for offset printing projects where precise colour separations are needed for high-quality results.

• Pro Tip: Use DCS when working with spot colours or complex colour separations in offset printing to ensure accurate results.
• Example Use Case: A printing company producing a brochure that uses specific Pantone spot colours for brand consistency.

14. DOC/DOCX – Microsoft Word Document (Best for Simple Text Documents)

Best for: Basic text documents, drafts, or manuscripts.

DOC and DOCX files are native Microsoft Word formats, commonly used for drafting simple documents like letters, manuscripts, and reports. While Word files aren’t typically preferred for professional printing due to inconsistent formatting and lack of print-specific settings, they can still be used for simpler print jobs or for initial drafts that will be converted into other formats, such as PDFs.

• Pro Tip: If you are using Microsoft Word to create a document for printing, it’s best to convert it to PDF before sending it to a professional printer. This ensures the formatting, fonts, and layout are preserved exactly as intended.
• Example Use Case: An author preparing a book manuscript in Microsoft Word before converting it to PDF for final print submission.

Key Takeaways:

• PDF is the most versatile and widely accepted format for printing.
• EPS is your go-to for vector graphics, such as logos and illustrations.
• JPG is great for compressed photo images, but make sure quality isn’t compromised.
• TIFF is best for high-quality, professional images.
• PNG works well for web graphics or designs that need transparency but isn’t as common for print.
• AI is essential for editable vector designs during the design phase.
• INDD is the go-to format for complex, multi-page layouts like magazines and brochures.
• PSD is useful for layered image editing but should be converted to print-friendly formats for final output.
• SVG can be used for both web and print, especially for scalable logos and icons.
• RAW is critical for photographers to capture high-quality images before converting for print.
• DCS is a specialized format for colour separations in offset printing, ensuring precise colour reproduction.
• DOC is perfect for basic text and writing documents before any design or typesetting is needed.

By understanding the strengths and weaknesses of each format, you’ll ensure your project is print-ready and maintains the highest quality, whether it’s a short-run flyer or a large-scale banner.

Best File Types for Printing

Choosing the right file type for printing can make a significant difference in the quality and success of your print project. Whether you’re printing photos, text documents, or complex designs like logos and banners, each file format has specific strengths that cater to different needs. Below, we break down the best file formats for various types of print jobs to help you achieve optimal results every time.

Photos

• Best File Type: TIFF or JPG
  When it comes to printing high-quality photos, TIFF is the best choice due to its lossless compression, which preserves every detail of the image. This is especially important for professional photography where maximum image clarity and colour accuracy are required.JPG can also be used for photo printing, especially when file size is a concern, but keep in mind it uses lossy compression, which can degrade quality slightly. For everyday prints like photo albums or flyers, high-resolution JPGs will work just fine.
• Pro Tip: Always use the highest resolution possible for photo prints, and if using JPG, save it with minimal compression to retain as much detail as possible.

Text Documents

• Best File Type: PDF
  For printing text-heavy documents like essays, reports, or manuscripts, PDF is the gold standard. It locks in the formatting, fonts, and layout, ensuring that your document looks the same on any device or printer. This eliminates any potential issues with font substitution or layout shifts that can happen with DOC/DOCX files. DOC/DOCX files from Microsoft Word can be used for simpler text prints, but it’s always best to convert them to PDF to maintain consistency, especially for professional prints.
• Pro Tip: When converting text documents to PDF, make sure to embed all fonts and images so that nothing changes or gets lost during the printing process.

Books

• Best File Type: PDF
  For book printing, PDF is the industry standard because it preserves all aspects of your book’s design, including text, fonts, images, and layout. PDFs also support high-resolution images, which is crucial for books with photos or illustrations. Whether you’re printing a novel or a photo-heavy coffee table book, PDFs are universally accepted by print services and ensure the highest print quality with minimal errors.
• Pro Tip: Always export your book file as a PDF/X-1a or PDF/X-4 for optimal printing results. This will guarantee compatibility with professional printers and include all necessary bleed, trim, and crop marks.

Logos and Vector Graphics

• Best File Type: EPS or AI
  EPS files are ideal for printing logos and vector graphics because they are scalable without any loss of quality. This makes them perfect for printing your logo in various sizes, from business cards to large banners. Similarly, AI (Adobe Illustrator) files are commonly used during the design phase for vector graphics but should be converted to EPS or PDF for final printing.
• Pro Tip: Always ensure your vector files are saved in CMYK colour mode to match the colour output of printers, and avoid using RGB, which can lead to unexpected colour results.

Banners and Large Signs

• Best File Type: EPS or PDF
  For large-format printing like banners or signs, EPS or high-resolution PDF files are best. Since banners often contain text, logos, and images, these formats can handle both vector and raster elements while ensuring everything prints crisply, even at large sizes.
• Pro Tip: For large-format prints, use vector graphics whenever possible (e.g., EPS files) to maintain clarity when the design is enlarged. If you must use raster images, make sure they are at least 300 DPI for high-quality output.

Flyers and Brochures

• Best File Type: PDF
  For multi-page documents like brochures or single-page marketing materials like flyers, PDF files are the way to go. PDFs maintain the layout, fonts, and colours of your design, ensuring that it prints exactly as you intended.
• Pro Tip: Ensure that your flyer or brochure design includes bleed (extra space around the edges) so that the design extends fully to the edge after trimming.

Posters

• Best File Type: TIFF or PDF
  For high-resolution posters, especially those with a lot of imagery or fine details, TIFF is ideal because it preserves image quality without any compression. For text-heavy or mixed-content posters, PDF is a better option as it supports both vector graphics and high-res images.
• Pro Tip: When preparing posters for print, work in CMYK colour mode and ensure all images are at least 300 DPI for sharp, professional results.

Packaging

• Best File Type: AI or EPS
  For packaging, AI and EPS files are preferred because packaging designs often contain a mix of vector elements (logos, text) and die-cut lines that require precision. These formats allow for easy adjustments and ensure the final product can be printed clearly and accurately.
• Pro Tip: Make sure to include dielines in a separate layer in your AI or EPS files so that the printer knows where to cut and fold.

Other Considerations for Print File Types:

• Best for High-Quality Image-Based Prints: TIFF or PSD (for editing before final print)
• Best for Text-Based Designs: PDF (ensures consistency across platforms)
• Best for Web-to-Print: SVG (for logos or icons that need to scale)
• Best for Editing Designs Before Print: AI or PSD
• Best for Archive and Transfer: ZIP (to compress and send large print files)