PDF, JPG, TIFF, or AI? What is the best file format to send to the print shop?

The client sends a file: "logo.jpg", 800x600 px, downloaded from Facebook. They want to print it on a 2x1m banner. When we say "that's impossible," they respond: "But it looks good on the screen!". Here is a guide that will end this problem once and for all. You'll learn which formats work (and why), and which are a disaster waiting to happen.

First: Resolution vs Format

They are not the same. People often confuse:

• File format = "Packaging" (PDF, JPG, TIFF, AI, EPS...)
• Resolution = "Content quality" (300 DPI, 72 DPI, pixels...)

You can have a PDF at 72 DPI (bad) and a JPG at 300 DPI (OK). Format ≠ quality automatically.

Format Ranking: From Best to Worst

TIER S: PDF (Portable Document Format)

Why is it the KING of print shops?

• Universal – every print shop accepts PDF
• Preserves everything – fonts, colors, layers (optional), resolution
• Compressed, but without quality loss (lossless compression possible)
• CMYK ready – can be saved in CMYK (crucial for printing)
• The printer knows what it got – no guessing, no interpreting

When to send PDF?

ALWAYS, if you have a choice. It's the industry standard.

How to prepare the perfect PDF?

1. Color mode: CMYK (not RGB!)
2. Image resolution: 300 DPI (minimum)
3. Fonts: Embedded – otherwise, the print shop won't see them
4. Bleeds: +3-5mm on each side
5. PDF format: PDF/X-1a or PDF/X-4 (printing standard)

🥈 TIER A: AI / EPS (Adobe Illustrator / Encapsulated PostScript)

Vector working formats.

• Infinite scalability – logo 2cm or 2m, same quality
• Editable – the print shop can correct errors (if they ask for permission)
• Small files (because vectors are math, not pixels)
• Only for vector graphics – not for photos
• Not every print shop accepts (they prefer PDF)

When to send AI/EPS?

• When the print shop explicitly asks for a "working file"
• Logo / vector illustrations (without photos)
• Large format material (banners, roll-ups) – easier to scale

But beware: If you send AI, also include PDF – just in case.

TIER B: TIFF (Tagged Image File Format)

Format for high-quality photography.

• Lossless compression – does not lose quality (unlike JPG)
• Supports CMYK – ideal for photos for printing
• Transparency (alpha channel) possible
• Huge files – sometimes 50-100 MB per photo
• Only raster – not suitable for logos

When to send TIFF?

• Product catalogs with professional photos
• Photo albums / art books
• When the print shop asks for "high-res photos" (instead of JPG)

📉 TIER C: JPG / JPEG (Joint Photographic Experts Group)

The most popular... and the most problematic.

• Universal – every program opens JPG
• Small files (compression)
• Lossy compression – every save = quality loss
• Only RGB (technically CMYK JPG exists, but rare)
• No transparency
• Low resolution (often 72 DPI from the internet)

When is JPG OK?

• Photos inside a project (but not as the whole project!)
• ONLY if it has 300 DPI at the target size
• Never for logos (pixelation when scaling)

TIER F: PNG, GIF, BMP, WEBP (Web formats)

Do not send these formats to the print shop.

• PNG: Only RGB, often 72 DPI. OK for a logo on a website, NOT OK for printing.
• GIF: Max 256 colors. It's a format from the 90s. No.
• BMP: Huge files without compression. Outdated.
• WEBP: New Google format. Print shops do not support it (yet).

Table: Which formats for which materials?

Material	Format #1 (best)	Format #2 (acceptable)
Business Cards	PDF (PDF/X-1a)	AI / EPS
Flyers / Posters	PDF (Press Quality)	TIFF (for photos)
Banners / Roll-ups	PDF (100-150 DPI OK)	AI (vectors)
Logo (for archive)	AI / EPS (vector)	PDF (vector)
Catalogs / Books	PDF (PDF/X-4)	InDesign Package (.indd + links)
Photos (standalone)	TIFF (300 DPI, CMYK)	JPG (max quality, 300 DPI)

Checklist: Before Sending the File

1. Format: PDF/X-1a or PDF/X-4?
   If not – convert to PDF.
2. Color mode: CMYK?
   RGB = colors will be different after printing. Convert to CMYK.
3. Resolution: 300 DPI for business cards/flyers?
   100-150 DPI for banners, 300 DPI for small formats.
4. Fonts: Embedded?
   In PDF: Edit → Preferences → check "Embed all fonts".
5. Bleeds: +3-5mm added?
   Without bleeds = white edges after cutting.
6. File size: realistic?
   PDF business card = 1-5 MB. If you have 50 MB – something is wrong (probably RGB instead of CMYK).
7. Test print: Did you do it?
   Print on a regular home printer. Are the colors OK? Is the text readable?

Common Mistakes (and How to Avoid Them)

1. "I sent a JPG from Google Images"

Problem: Images from Google are usually 72 DPI, small (500x500 px). Stretching to A4 = pixelation.
Solution: Only use images from stock photo banks in high-res (Unsplash, Shutterstock) or your own at 300 DPI.

2. "PDF, but in RGB"

Problem: PDF can be in RGB. Print shops print in CMYK. Colors will be different (especially red and blue).
Solution: Before exporting: Image → Mode → CMYK (Photoshop) or File → Document Color Mode → CMYK (Illustrator).

3. "PNG logo with transparent background"

Problem: PNG is RGB. Transparency in print = white background (because paper is white).
Solution: Convert the logo to vector (AI/EPS) or export PDF with a white background (if printing on white paper).

4. "I saved Word as PDF"

Problem: Word generates PDF in low quality (often 150 DPI for images). Fonts may not be embedded.
Solution: Better to redo the project in Canva Pro, Adobe InDesign, or Affinity Publisher.

FAQ: Quick Answers

Can I send a .INDD (InDesign) file?

Technically yes, but better not. Export to PDF/X-4. If the print shop asks for INDD, send a "package" (File → Package) – it will pack all fonts and links.

Is Canva Free enough?

Unfortunately not. Canva Free exports only JPG/PNG at 72-96 DPI. Canva Pro has a "PDF Print" option (300 DPI) – it's the minimum for printing.

I have a DOCX with a business card. Is that enough?

No. Word is a text editor, not a DTP tool. Export to PDF (but the quality will still be poor). Better to redo in a professional tool.

Is SVG suitable for printing?

SVG is a vector (great!), but... it's a web format. Most print shops do not support SVG. Convert to AI, EPS, or PDF (in Illustrator: File → Save As → AI).

Summary: Your Cheat Sheet

• Always send PDF (PDF/X-1a or PDF/X-4)
• CMYK, not RGB – otherwise, colors will be different
• 300 DPI for small formats (business cards, flyers), 100-150 DPI for banners
• Embed fonts – the print shop must see them
• Add bleeds (+3-5mm) – without them, white edges
• AI/EPS for logos (vectors), TIFF for professional photos
• JPG only as a last resort (and in 300 DPI!)
• PNG/GIF/WEBP = NO for printing

Golden rule: If the print shop says "file incorrect" – these are not adventures. It means the print will be poor. Correct the file.