How to Prepare a Book Print Company File Checklist
Sending files to a books printing company might seem straightforward, but getting every detail right can save a lot of stress. A clear checklist helps avoid the usual file issues that slow down jobs or add cost. It also saves back-and-forth if the print run is time-sensitive.
Late winter is often packed with last-minute projects. If you're printing for early spring events or campaigns, there’s not much room for mistakes. Being organised from the start makes way for a smoother print process, especially when deadlines can't shift.
Understanding File Formats and Page Setup
Every printing job starts with the right file type. Before we even open your file, we need to know it will work with our press setup. That means using a format that preserves layout and image quality without surprise changes.
Always export your final file as a high-resolution PDF. This locks in fonts, image settings, and structure.
Avoid sending raw layout files unless requested. Formatting can shift if any fonts or images go missing.
Set your pages to the right size from the start. Trying to convert dimensions later can lead to alignment issues.
Use margins that allow room for the spine. Content that runs too close to the inner fold can disappear in the binding.
Don’t forget to include bleeds where needed. This helps when trimming pages without tiny white edges affecting the finish.
Single-page layouts are easier for print teams. Spreads might look fine on screen, but they often print out of order if the press isn’t expecting them.
Misaligned margins and skipped bleeds are two of the most common problems we see. Spending a little extra time checking setup helps avoid them entirely.
At Spine Book Printing, we can print your books in A5, A4, or novel size, using either 100gsm uncoated or 150gsm silk paper, in colour or black and white, and with a matt or gloss laminated cover.
Naming and Organising Your Documents
Much of the time lost in the pre-press stage comes from messy file folders or unclear naming. If your checklist includes how you name and store each item, you cut confusion from the start.
Give your main file a version-based name, like “YourBook_Final_2026.pdf.” Avoid vague names like “new” or “fixed.”
Use folders to keep image files, fonts, and any other content grouped together near your final PDF.
If you’re sharing assets separately, label them clearly. For example, “FrontCover_HighRes” or “Chapter3_Image2.”
Try to avoid uploading multiple versions across different folders without notes. That’s where the wrong file often gets used by mistake.
Organisation may not seem as urgent as design or proofreading, but it shapes how smoothly the rest of your print run goes.
Image Quality and Colour Handling
Images often look fine on screen but print poorly when the resolution or file type isn’t suitable. A few simple steps here can stop awkward surprises later.
Stick with 300 DPI images. Anything lower might appear blurry or pixelated in print.
Use CMYK colour mode if you’re ordering colour prints. RGB looks brighter on screens, but colour shifts when converted during printing can ruin the look.
If you're printing in black & white, make sure your colour images are converted ahead of time. Leaving that conversion to the printer can affect tone.
Save images as JPEG or TIFF. Avoid PNGs or formats that compress too much.
Text mixed with low-resolution images makes a printed book look uneven. That’s why the image review step is worth keeping on your checklist.
Extras That Help Keep Things on Track
It helps us when files come with a few easy-to-scan extras. These might not be required, but they often flag any small issues before printing starts.
Add a simple summary showing intended page order or any notes (e.g. “page 1 is a blank inside cover”).
Make time for a final digital flick-through, scrolling from cover to end. This catches odd jumps in layout or page repeats.
Keep a file checklist of your own. Confirm that every asset is final, exported from the right source, and named correctly.
These steps don’t take long, but they can prevent accidental omissions from slowing things down.
Timing Matters: Late February Delivery Tips
This time of year can bring small hiccups in postal systems, especially when colder weather lingers. If you want your books delivered by early or mid-March, it’s smart to build in a few buffer days.
Print proofs early so you’re not stuck making changes too close to your deadline.
Review timelines for delivery. Couriers sometimes take longer this time of year, particularly to rural areas.
If you’re preparing for spring fairs or school deadlines, don’t wait to finalise files. Delays in early March could mean missing your window entirely.
Late February isn’t just about snow or storms. It’s a crossover period where slight disruptions in timing can snowball if you’re not ahead of the schedule.
Get a Smoother Print Run with Early Checks
We’ve seen that print runs built on clean, clear files rarely experience delays. By starting with a working checklist and reviewing it piece by piece, you take care of the gaps that often slow things down later.
Working with a books printing company doesn’t need to be complex. It just means coming in prepared. And the best time to do that isn’t once files are already sent off. The best time is before the first upload, when changes are still quick and easy. A little planning not only helps avoid mistakes, it also leads to a final copy you’re more likely to be happy with.
Planning ahead for your next project helps the entire process run smoothly, from your checklist to the final printed pages. At Spine Book Printing, we’re here to turn your prepared files into the finished product you expect, without delay. Whether you’re working to a tight schedule or managing a complex layout, it’s easier with a books printing company that knows how important the details are. When your files are ready, send them our way and we’ll handle the rest. If you need us to review anything, just let us know.
