Industry Trends

The GotPrint Order Checklist: How to Submit Files That Actually Print Correctly

I've been handling print orders for small businesses and marketing teams for eight years. In that time, I've personally made (and documented) 23 significant file submission mistakes, totaling roughly $4,800 in wasted budget from reprints and rush fees. The worst part? Most were completely avoidable with a simple pre-flight check.

Now, I maintain our team's checklist to prevent others from repeating my errors. We've caught 61 potential errors using it in the past two years. This isn't about complex design theory—it's the practical, step-by-step process to ensure what you see on screen is what gets delivered to your door.

Use this checklist if you're about to upload files to GotPrint (or any online printer) for business cards, flyers, posters, or envelopes. It takes 10 minutes and could save you hundreds.

The 6-Step GotPrint File Submission Checklist

Follow these steps in order. Don't skip to the upload. I learned that the hard way.

Step 1: Verify Your Document Size & Bleed

This is the most common error. Your document size must match the exact product size you selected.

Action: In your design software (Canva, Adobe, etc.), go to File > Document Setup. Check the width and height. For a standard US business card, it must be 3.5" x 2.0". For a #10 envelope, it's 9.5" x 4.125". GotPrint's product pages list these specs—don't guess.

Bleed Check: If your design has color or images that go to the edge, you need a bleed. Industry standard is an extra 0.125" (1/8 inch) on all sides that gets trimmed off. So your document size including bleed for a business card is 3.75" x 2.25". Your safe zone for critical text/logo should be at least 0.125" from the trim line. I once submitted 500 posters without bleed; we got a white border on every single one. $320 wasted.

"Standard print resolution requirements: Commercial offset printing requires 300 DPI at the final document size. Large format (like banners viewed from a distance) can use 150 DPI. These are industry-standard minimums."

Step 2: Convert Text to Outlines/Curves

If the printer doesn't have the exact font you used, it will substitute it. The result can be a layout disaster.

Action: Before exporting your final PDF, select all text and convert it to outlines (in Illustrator) or curves (in CorelDRAW). In Canva, download as "PDF Print"—it usually embeds fonts correctly, but I still recommend outlining if your software allows. Important: Do this on a copy of your file. Once text is outlined, you can't edit it.

Honestly, I'm not sure why some online printers' systems handle font embedding better than others. My best guess is it depends on their PDF processing workflow. The safe move is to just eliminate the variable. I learned this after a headline font changed to Times New Roman on 1,000 event flyers. Not a good look.

Step 3: Check Your Color Mode (CMYK vs. RGB)

Screens use RGB light. Ink uses CMYK. Colors will shift if you don't convert.

Action: Convert your document color mode to CMYK before finalizing. The vibrant neon blue (#0066FF) on your monitor will print as a duller, more muted blue. This is normal. For brand-critical colors, use a Pantone (PMS) spot color if it's in your budget.

"Pantone colors may not have exact CMYK equivalents. For example, Pantone 286 C (a common corporate blue) converts to approximately C:100 M:66 Y:0 K:2 in CMYK, but the printed result may vary by paper and press calibration. Reference: Pantone Color Bridge guide."

It's tempting to think you can just use the hex code from your website. But print is a different physical medium. The 'use brand colors everywhere' advice ignores this fundamental nuance.

Step 4: Export as a High-Resolution, Print-Ready PDF

"High-res" is specific. Don't just export.

Action: Use these PDF export settings:
- PDF Standard: PDF/X-1a or PDF/X-4 (most compatible for print).
- Resolution: 300 DPI (or PPI).
- Compression: Set to "Maximum" or "None"—avoid heavy JPEG compression that destroys detail.
- Marks & Bleeds: Include crop marks and the bleed area you set up in Step 1.

The surprise wasn't that a low-res file printed poorly. It was that a file at 290 DPI (so close!) showed slightly fuzzy text next to a 300 DPI version. On 5,000 brochures, the difference was noticeable. Quality control.

Step 5: Open and Zoom the PDF to 400%

Do not skip this. The PDF is what the printer sees.

Action: Open your exported PDF in Adobe Reader or Preview. Zoom to 400%. Slowly scroll across the entire document. Look for:
- Blurry or pixelated images (means they were low-res).
- Missing fonts (text will look correct but software will flag it).
- Thin hairlines or small text that might disappear.
- Any stray marks or objects near the edge.

I once approved a PDF where a 0.5pt rule (border) looked fine at 100% zoom. At 400%, I saw it was jagged. It would have printed jagged. We fixed it. Simple.

Step 6: Confirm Finishing & Upload Settings

This is the step most people miss. The file is correct, but the order settings are wrong.

Action: Before hitting "Add to Cart" on GotPrint, double-check:
1. Paper Stock: Is it 14pt vs. 16pt? Gloss vs. Matte? This changes the feel and cost.
2. Finishing: Rounded corners? Spot UV? Double-sided? These are often add-ons.
3. Quantity: Sounds obvious, but in a rush, it's easy to select 100 instead of 1000.
4. File Upload: Are you uploading the final, checked PDF or an old version? Label your files clearly: "BizCard_Final_CMYK_v2.pdf".

There's something satisfying about a perfect order. After all this checking, seeing the box arrive and the prints looking exactly as planned—that's the payoff.

Common Pitfalls & Final Notes

Don't use office printer paper as your quality reference. Your laserjet and commercial offset printing are completely different processes. Order a physical proof or a small sample run if it's a new vendor or a high-stakes job.

Timing: The "5-7 business day" production time usually starts after file approval. Factor in a day for them to check your files and get back to you with questions. Rush options exist, but they're expensive (circa 2025, a 50-100% premium is common).

Pricing Disclaimer: Business cards typically cost $25-60 for 500 (based on major online printer quotes, January 2025). Verify current pricing and promotions directly on the GotPrint site. Prices change; specs shouldn't.

What was best practice in 2020—just sending a PDF—may not apply in 2025. Printers' automated pre-flight systems are better, but they can't catch everything. This checklist is your manual override. Use it, save your budget, and get the professional results you're paying for.