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Overview

Working with printers effectively can mean the difference between a smooth process and a nightmare. This guide helps you communicate professionally and get the results you want.
Key Principle: Printers are your partners, not adversaries. Clear communication = better results.

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Finding the Right Printer

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Types of Printers

  • Local Print Shop
  • Online Print Service
  • Specialty Printer
  • Trade Printer
Characteristics:
  • Physical location nearby
  • Face-to-face interaction
  • Quick turnaround possible
  • Personal service
Pros:
  • Easy communication
  • Can see samples in person
  • Support local business
  • Immediate pickup
Cons:
  • May cost more
  • Limited specialty services
  • Smaller equipment
Best for: Urgent jobs, complex projects needing consultation, building relationships

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Evaluating Printers

Request:
  • Physical samples of their work
  • Similar projects to yours
  • Different paper stocks/finishes
Check:
  • Print quality (sharp text, clear images)
  • Color accuracy
  • Finishing quality
  • Consistency
Red flags:
  • Won’t provide samples
  • Low quality work
  • Inconsistent results
Test:
  • How quickly do they respond?
  • Do they answer questions fully?
  • Are they helpful or dismissive?
Good signs:
  • Quick responses (< 24 hours)
  • Detailed answers
  • Proactive suggestions
Red flags:
  • Slow responses
  • Vague answers
  • Defensive attitude
Ask for:
  • Detailed quote
  • Breakdown of costs
  • Setup fees
  • Shipping costs
Compare:
  • Get 2-3 quotes
  • Compare apples to apples
  • Consider value, not just price
Red flags:
  • Hidden fees
  • Won’t provide quote
  • Pressure tactics
Verify:
  • Equipment type (offset, digital, large format)
  • Maximum/minimum sizes
  • Paper stock options
  • Special finishing (UV, foil, etc.)
Match: Capabilities to your needsAsk:
  • “Can you handle [your specific requirement]?”
  • “What’s your recommended approach for [project]?”
Check:
  • Google reviews
  • Social media
  • Ask for references
Look for:
  • Consistent quality
  • Good service
  • Problem resolution
Red flags:
  • Many negative reviews
  • Unresolved complaints
  • Defensive responses to criticism

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Initial Communication

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First Contact

What to include in initial email/call: 
Subject: Quote Request - [Project Type] for [Company/Event]

Hello,

I'm looking for a quote on [project description]:

Project: Business cards
Quantity: 500
Size: 3.5" × 2" (US standard)
Sides: Double-sided
Paper: 350gsm coated cardstock (or your recommendation)
Finish: Matte laminate
Special requirements: None
Timeline: Needed by [date]

Questions:
1. What's your recommended paper/finish for this?
2. Do you offer physical proofs? Cost?
3. What file format do you prefer?
4. What ICC profile should I use?
5. Estimated turnaround time?

I can provide print-ready PDF files.

Looking forward to your quote.

Best regards,
[Your Name]
[Contact Information]
This shows:
  • You’re organized
  • You know basic specs
  • You’re flexible to recommendations
  • You’re serious

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Questions to Ask

1

File Specifications

Ask:
  • Preferred file format? (PDF/X-1a, PDF/X-3, etc.)
  • Color mode? (CMYK, RGB+profile, spot colors)
  • ICC profile? (ISO Coated v2, SWOP, custom)
  • Resolution? (300 DPI standard)
  • Bleed amount? (0.125” / 3mm standard)
  • Maximum file size?
Why: Ensures you provide correct filesGet in writing: Save for reference
2

Paper & Materials

Ask:
  • What paper weights/types available?
  • Coated vs uncoated options?
  • Can I see/feel samples?
  • What do you recommend for this project?
  • Any eco-friendly options?
Samples: Request physical samplesRecommendation: Many printers have good suggestions
3

Finishing Options

Ask:
  • What finishes are available? (gloss, matte, UV, etc.)
  • Cost difference for each?
  • Which do you recommend?
  • Any specialty finishes? (foil, emboss, etc.)
Samples: See examples of each finishBudget: Get cost breakdown
4

Proofing

Ask:
  • Do you offer physical proofs?
  • What’s the cost?
  • Turnaround time for proof?
  • Digital proof available?
Recommendation: Always get physical proof for important jobsBudget: Factor proof cost into budget
5

Pricing & Timeline

Ask:
  • Total cost including all fees?
  • Quantity discounts?
  • Rush options available? Cost?
  • Payment terms?
  • When will it be ready?
  • Shipping cost/time?
Get detailed quote: Written, itemizedClarify: No surprise fees
6

Policies

Ask:
  • Reprint policy if errors?
  • Who’s responsible for file errors vs print errors?
  • Cancellation policy?
  • Satisfaction guarantee?
Understand: Before committingIn writing: Get policies documented

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Submitting Files

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Preparing Your Submission

Good naming:
✓ BusinessCard_CompanyName_Front_FINAL.pdf
✓ Brochure_ClientName_Inside_v3.pdf
✓ Poster_18x24_EventName_2024.pdf
Bad naming:
✗ untitled.pdf
✗ design-final-FINAL-v2 (2).pdf
✗ Figma Export 1.pdf
Include:
  • Project type
  • Client/company name
  • Version (if applicable)
  • Date (YYYY-MM-DD format)
Clear: What it is at a glance
If multiple files:
📁 BusinessCard_JohnDoe/
  ├─ BusinessCard_Front_FINAL.pdf
  ├─ BusinessCard_Back_FINAL.pdf
  └─ Specifications.txt
Include specifications file:
Project: Business Cards
Quantity: 500
Size: 3.5" × 2"
Paper: 350gsm coated
Finish: Matte
Files: Front and Back (2 PDFs)
Bleed: 0.125" included
Notes: [Any special instructions]
Helps: Printer process correctly
Template:
Subject: Final Files - [Project Name] - [Your Company]

Hello [Printer Contact],

Attached are the final print-ready files for [project]:

Files:
- BusinessCard_Front_FINAL.pdf
- BusinessCard_Back_FINAL.pdf

Specifications (as quoted):
- Quantity: 500
- Size: 3.5" × 2"
- Paper: 350gsm coated cardstock
- Finish: Matte laminate
- Bleed: 0.125" (3mm) included in files
- Color: CMYK, ISO Coated v2 300%

Please confirm receipt and let me know:
1. Estimated production start date
2. Estimated completion date
3. Any issues with the files

I would like to order a physical proof before production.

Thank you,
[Name]
[Contact]
Professional: Clear communicationConfirmation: Ask for acknowledgment
Small files (< 10 MB):
  • Email attachment ✓
Medium files (10-50 MB):
  • WeTransfer (free)
  • Dropbox link
  • Google Drive link
Large files (> 50 MB):
  • Printer’s FTP server
  • File transfer service
  • Physical USB drive (local printer)
Never:
  • Low-res preview files
  • Compressed/zipped PDFs (quality loss)
  • Wrong version
Double-check: Correct file before sending

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What Printers Need to Know

Always communicate:
  1. Quantity: Exact number needed
  2. Size: Final dimensions (trim size)
  3. Sides: Single or double-sided
  4. Paper: Weight, type, finish
  5. Color: CMYK, spot colors, special inks
  6. Finishing: Coating, trimming, folding, etc.
  7. Timeline: When you need it
  8. Shipping: Address and method
  9. Proof: Whether you want one
  10. Budget: If cost is a concern
The more details, the better!

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During Production

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Proof Review

1

Receive Proof

Digital proof:
  • PDF for layout check
  • NOT color-accurate
Physical proof:
  • Actual printed sample
  • Correct colors, paper, finish
  • What final will look like
Review promptly: Don’t delay production
2

Check Everything

Verify:
  • Spelling and text (one more time!)
  • Colors acceptable
  • Images clear and sharp
  • Size correct
  • Nothing cut off
  • Finish as expected
  • Overall quality good
Take your time: This is last chance to fixIn good lighting: Natural light best
3

Communicate Issues

If problems:
Hi [Printer],

I've reviewed the proof. I found a few issues:

1. Color: The blue (logo) is darker than expected.
   Can we brighten it slightly?

2. Text: There's a typo on line 3: "teh" should be "the"
   (My error - can we fix this?)

3. Image: The photo looks slightly blurry.
   I'll provide a higher resolution version.

How should we proceed? Can I submit corrected
files for a new proof?

Thank you,
[Name]
Be specific: Point out exact issuesTake responsibility: If your errorAsk solution: How to fix
4

Approve or Request Changes

If acceptable:
Proof approved! Please proceed with production.
If changes needed:
Please hold production. I'll provide corrected
files by [date]. Request new proof after changes.
Clear instruction: No ambiguitySign off: Written approval

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Status Updates

Stay in touch: Ask for updates:
  • When did production start?
  • Estimated completion?
  • Any issues?
Frequency:
  • Major projects: Every few days
  • Rush jobs: Daily
  • Standard: Weekly check-in
Be reasonable: Don’t pester, but stay informed

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Problem Resolution

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Common Issues

  • File Rejected
  • Colors Don't Match
  • Quality Issues
  • Timeline Delays
Printer says: “We can’t use this file”Reasons:
  • Wrong format
  • Too low resolution
  • Missing fonts
  • Wrong color mode
  • File corrupted
Response:
Can you specify what needs to be corrected?
- What format do you need?
- What's wrong with the file?
- Can you provide your preferred specs?

I'll fix and resubmit promptly.
Fix: Address issues, resubmitLearn: For next time

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When Things Go Wrong

Whose fault: Your responsibility:
  • File errors (typos, wrong size, low-res)
  • Design issues
  • Wrong specifications provided
Printer’s responsibility:
  • Print quality issues
  • Cutting/finishing errors
  • Color significantly off from proof
  • Damaged products
Shared: Miscommunication (both should clarify) Resolution approaches: Your error:
  • Pay for reprint
  • Accept discounted rate if printer generous
  • Learn lesson
Printer’s error:
  • Request free reprint
  • Or refund/credit
  • Reasonable compensation
Shared error:
  • Split cost
  • Compromise
  • Good faith resolution
Professional approach:
  • Stay calm
  • Document everything
  • Communicate clearly
  • Seek fair solution
  • Maintain relationship if possible

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Building Relationships

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Long-Term Partnership

Benefits of good relationship:
  • Better pricing
  • Priority scheduling
  • Advice and recommendations
  • Flexibility on errors
  • Trust
How to build:
  1. Be professional:
    • Submit correct files
    • Pay on time
    • Communicate clearly
    • Meet deadlines
  2. Show appreciation:
    • Thank them for good work
    • Provide feedback
    • Refer others
    • Repeat business
  3. Be reasonable:
    • Understand limitations
    • Don’t demand impossible
    • Accept normal variation
    • Pay fair prices
  4. Communicate:
    • Keep them updated
    • Ask questions
    • Provide feedback
    • Address issues calmly
Result: Preferred customer status

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Feedback

After project: 
Hi [Printer],

Just wanted to follow up - the business cards
turned out great! Quality is excellent and my
client is very happy.

Thanks for the quick turnaround and helpful
suggestions on paper stock.

I'll definitely be back for future projects.

Best,
[Name]
Positive feedback:
  • Builds relationship
  • They remember you
  • Encourages good service
Constructive feedback: 
Overall quality was good, but I noticed [issue].

For future projects, can we [suggestion]?

Thanks for your work on this!
Improves: Future collaboration

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Red Flags

Warning signs to watch for:
  • ⚠️ Won’t provide samples or references
  • ⚠️ Unclear or no written quotes
  • ⚠️ Pressure to pay upfront without proof
  • ⚠️ Can’t answer technical questions
  • ⚠️ Defensive about their process
  • ⚠️ Won’t guarantee quality
  • ⚠️ Poor communication
  • ⚠️ Too-good-to-be-true pricing
  • ⚠️ No physical location or verifiable business
  • ⚠️ Won’t do test/proof prints
If multiple red flags: Find different printer

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Communication Checklist

Before submitting:
  • Got printer specifications in writing
  • Clarified file requirements
  • Received detailed quote
  • Understand policies (reprint, refund)
  • Know timeline
  • Confirmed proof process
When submitting:
  • Files named clearly
  • Specifications document included
  • Contact information provided
  • Requested confirmation
During production:
  • Reviewed proof thoroughly
  • Communicated approval/changes clearly
  • Asked for status updates
  • Stayed accessible for questions
After delivery:
  • Inspected product quality
  • Provided feedback
  • Paid promptly
  • Addressed any issues professionally

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Learn More

Preflight Checklist

Prepare perfect files

Design to Print

Complete workflow

Color Accuracy

Manage color expectations

FAQ

Common questions answered
Golden Rule: Treat your printer as a partner, not a vendor. Good relationships lead to better service, pricing, and results!