PDF Proof
A PDF proof is an electronic file provided to a client for review, approval, or feedback before a project goes to print. PDF stands for Portable Document Format, the industry-standard file type used for both submitting print jobs and sharing proofs between clients and printing companies. PDF proofs are highly versatile and can be opened on most electronic devices, including smartphones, tablets, and computer monitors. This allows clients to review and check their proofs from virtually anywhere. Additionally, PDF proofs can be easily shared among multiple team members, making it convenient for collaborative feedback and ensuring all stakeholders can provide input.
When used correctly, PDF proofing can save significant time and money by catching errors early in the process, avoiding costly mistakes in the final print. It’s an efficient and accessible tool that streamlines the proofing process for both clients and printers

Pre-press systems in printing companies process the high-resolution PDF files supplied by the client. These are then checked for common errors. This is called pre-flighting. The final PDF files for printing are then scaled down to a lower resolution version. This PDF proof can be emailed or messaged to the client for approval or comment. This ensures the integrity of the proof file is the same as the print file. As only an electronic process has taken place so far, any corrections needed are easier and cheaper to do.
What Can Be Checked on a PDF File?
We use high-resolution PDF files for all printing projects. Once we receive the files from our clients, our designers perform a thorough review to ensure the artwork meets professional printing standards. Here’s what we check:
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Bleed: Verifying the artwork includes the correct amount of bleed for clean trimming.
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Image Resolution: Ensuring all images are high resolution for sharp, clear printing.
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Text Placement: Checking that text is not too close to trim or fold edges to prevent cropping issues.
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Text Colors: Ensuring small text is not set to CMYK, as this can affect clarity.
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Black Backgrounds: Confirming solid black backgrounds are set as rich black (e.g., 60C, 40M, 40Y, 100K) instead of 100% black alone for even coverage.
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Size Accuracy: Ensuring the artwork size matches the order specifications.
In addition, we perform the following technical adjustments:
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Remove Embedded ICC Profiles: To ensure color consistency across the project.
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Font Embedding: Checking all fonts are embedded to avoid substitution issues.
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Flatten Transparency: Preventing any unwanted printing errors caused by layered transparency.
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Color Conversion: Converting RGB or Pantone colors to CMYK for full-color printing jobs.
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Spine Thickness: Measuring the spine and ensuring text and images align perfectly.
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Wrapping Space for Hardcovers: Confirming the cover artwork includes enough space for proper wrapping.
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Special Effects Artwork: Verifying that foil stamping, spot UV, embossing, and debossing elements are vector graphics or vector text to ensure precision.
These checks and adjustments are essential to guarantee that your project meets the highest printing standards and produces flawless results.
Low-Resolution PDF Proof for Approval
When issues are identified during the proofing process, we will modify them whenever possible. If changes cannot be made on our end, we’ll ask you to adjust the elements in your original artwork. To help highlight any concerns, we’ll send you a low-resolution PDF proof via email. If you’re unsure how to resolve the issues, you can upload the original artwork for us to review. We can then modify it, generate updated print files, and provide a new proof for your approval. We’re also happy to offer guidance on common issues encountered when creating print-ready artwork.
Even when your artwork is professionally designed and perfect, we’ll still send a PDF proof for approval. This gives you a final opportunity to catch any grammatical errors, typos, or layout concerns.
The Advantages and Limitations of PDF Proofing
PDF proofing is one of the most cost-effective methods for checking print files. However, while it’s suitable for most projects, it’s not ideal for jobs requiring extremely high color accuracy. For color-critical projects, we recommend additional proofing methods such as:
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Hard Proofing: A printed sample to review physical output.
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Digital Samples: A precise digital preview for color and layout accuracy.
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Offset Printing Samples: A sample created using the same press and materials as the final job.
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Dummies: A mock-up of the printed product for physical review.
In some cases, a combination of these methods may be necessary to meet exacting standards.
Choosing the Right Proofing Method
The choice of proofing method depends on your timeline, budget, and expectations. PDF proofs are ideal for most designers and clients who are confident in their artwork setup. They save time and reduce costs while ensuring quality.
However, for larger print runs or projects requiring precise color and image reproduction, investing in advanced proofing options is highly recommended. The cost of correcting errors in a large-scale job far outweighs the expense of thorough proofing. Proper planning ensures flawless results and peace of mind.
Can I Correct the Errors in PDF Proof?
No, you can't. A PDF proof is low-resolution. It is just for approval by email, it is not the final printing file. If you need to correct any errors, this needs to be done in your original artwork. This then needs to be resubmitted to the print company. Comments can be made on the PDF proof in Adobe Acrobat. This can then be sent to others to comment on or to correct.
For instance, the end client might review a PDF proof, add comments or markups, and send it back to their designer for revisions. In some cases, a PDF proof may require approval from multiple stakeholders before finalizing the design. It’s important to note that a PDF proof is typically a low-resolution representation of the actual print files, so feedback should focus on content, layout, and overall design rather than fine details like image resolution or color precision.