Preparing a book for professional printing involves more than exporting a document as a PDF. The page size, bleed, fonts, images, colour settings, cover dimensions and binding method all affect whether the finished book looks clean and professional.
This practical checklist explains how authors, publishers, businesses and organisations can prepare print-ready book files before requesting a quotation or approving production. Correct files reduce delays, avoid unexpected artwork charges and help your printer produce a more accurate proof.
What is a print-ready book file?
A print-ready file is a final PDF that can enter prepress without major corrections. It should contain the correct finished size, page order, margins, fonts and image quality. The cover should normally be supplied as a separate full-wrap PDF containing the back cover, spine and front cover.
For a faster quotation from Print Norwood, send the finished size, final page count, quantity, colour requirements, paper preference, binding style, delivery destination and required date together with your files.
1. Confirm the finished book size
Set the document to the actual trimmed size before laying out the pages. Common book sizes include:
- A5: 148 × 210 mm
- A4: 210 × 297 mm
- 6 × 9 inches: approximately 152 × 229 mm
- 5.5 × 8.5 inches: approximately 140 × 216 mm
- Custom sizes: quoted according to the required dimensions and production method
Do not design an A5 book on A4 pages and ask the printer to shrink it later. Scaling can make body text, margins and images smaller than intended. If you are unsure which size is most economical, ask before completing the layout.
2. Supply single pages, not printer spreads
Interior files should usually be exported as individual pages in reading order: page 1, page 2, page 3 and so on. Do not impose two book pages onto one sheet unless your printer specifically requests imposed artwork.
The production team will handle imposition according to the press, sheet size, folding method and binding style. Reader spreads or manually imposed pages can slow down prepress and introduce page-order errors.
3. Add bleed where artwork reaches the edge
Bleed is extra artwork extending beyond the final trim line. It prevents thin white edges from appearing after cutting. A common requirement is 3 mm bleed on every side, although certain projects may require a different allowance.
Background colours, photographs and design elements intended to reach the edge must extend into the bleed area. Keep page numbers, headings and important text safely inside the trim line.
4. Use safe margins near the binding
Text placed too close to the spine can become difficult to read. Allow a larger inside margin for thick books, PUR-bound publications, thread-sewn books and hardcovers. The correct margin depends on the page count, paper thickness and binding method.
As a starting point, keep important content at least 10–15 mm from the trimmed edges and allow additional space at the spine for thicker publications. Ask for a binding-specific recommendation when the book has a high page count.
5. Check image resolution
Images should generally be approximately 300 dpi at their final printed size. Enlarging a small image inside Word, Canva, CorelDRAW or InDesign does not create missing detail. Low-resolution photographs may look acceptable on a phone or monitor but appear pixelated in print.
Logos should preferably be supplied as vector artwork or high-resolution files. Avoid screenshots, images copied from social media and small web graphics wherever possible.
6. Decide between black-and-white and full colour
Confirm whether the interior is:
- Black-and-white throughout
- Full colour throughout
- A mixture of black-and-white and colour pages
For mixed-colour books, provide the exact PDF page numbers that must print in colour. Remember that PDF page numbers may differ from the printed page numbers shown in the footer of the book.
Images that look grey may still contain colour data. Convert genuinely black-and-white content to greyscale where appropriate, while retaining colour only on the pages that require it.
7. Embed fonts and export a proper PDF
Fonts must be embedded during PDF export so that text does not change when the file is opened on another computer. Check the exported PDF carefully for missing characters, substituted fonts, broken symbols and unexpected line changes.
For most projects, a high-quality or press-quality PDF is preferred. Avoid password protection, editing restrictions and unnecessary interactive elements. Do not send the editable Word file as the final production file unless prepress assistance has been agreed.
8. Prepare the cover as a separate full wrap
A paperback cover normally consists of one continuous spread:
Back cover + spine + front cover
The correct spine width can only be calculated after the final interior page count and paper stock are confirmed. Do not guess the spine width early in the design process. Even paper described as 80 gsm or 90 gsm can vary in thickness between product ranges.
Include bleed around the entire cover and keep the title, author name, ISBN barcode and other critical elements away from folds and trim edges. For a hardcover, allow for board thickness, turn-ins, hinges and any printed endpapers.
9. Choose the binding before finalising the layout
Different books need different production routes:
- Perfect binding: suitable for many paperback books, manuals and reports
- PUR binding: offers stronger adhesion and is useful for coated papers, demanding use or thicker publications
- Thread sewing: improves durability and page security for premium or heavily used books
- Saddle stitching: suitable for lower-page-count booklets and magazines
- Wiro or spiral binding: useful when pages need to lie open during training or reference use
- Hardcover binding: appropriate for premium books, commemorative publications and long-life editions
The page count, paper, trim size, expected use and budget should guide the binding choice. See our book printing and binding services for available production options.
10. Check pagination and blank pages
Review the PDF from the first page to the last. Confirm that chapters begin in the intended position, page numbers are correct and blank pages are intentional. Do not remove blank pages without checking how that change affects left-hand and right-hand page placement.
The total PDF page count should be even for most bound books. Some binding and folding methods work most efficiently in specific page multiples, so your printer may suggest a small adjustment.
11. Prepare the ISBN barcode correctly
If the book has an ISBN, place a clear, scannable barcode on the back cover. Keep it away from the trim, folds and spine. Do not stretch, compress or place decorative graphics behind the barcode.
Print Norwood can print the supplied ISBN barcode as part of the full-colour cover. The author or publisher remains responsible for obtaining and verifying the correct ISBN information.
12. Order and approve a physical proof
A physical proof lets you inspect the actual size, paper, print quality, binding, cover colour and general appearance before the full run. A proof is especially valuable for first editions, colour-critical books, premium covers and larger quantities.
Check the proof carefully and submit corrections as one consolidated list. Production should begin only after written approval of the final proof or print-ready files.
Common mistakes that delay book printing
- Sending a Word document instead of a final PDF
- Using the wrong page size
- Supplying spreads instead of single pages
- Missing bleed on edge-to-edge artwork
- Using low-resolution cover images
- Guessing the spine width
- Failing to embed fonts
- Not identifying colour pages clearly
- Changing the interior after the cover spine has been designed
- Approving a file without checking every page
Print-ready book file checklist
- Final trim size confirmed
- Interior supplied as single pages in reading order
- Final page count confirmed
- Bleed included where required
- Safe margins checked
- Images are high resolution
- Fonts are embedded
- Colour pages are identified
- Cover supplied separately as a complete wrap
- Spine width calculated from the selected paper
- ISBN barcode checked
- PDF reviewed from first page to last
- Quantity, deadline and delivery destination supplied
What to send when requesting a book printing quotation
To receive an accurate quotation, include:
- Book title
- Finished size
- Interior page count
- Black-and-white and colour page breakdown
- Preferred interior paper
- Cover stock and finish
- Binding method
- Quantities required
- Proof requirement
- Delivery suburb, city or country
- Required completion date
- Print-ready interior and cover PDFs, if available
Print Norwood produces paperback books, hardcovers, manuals, workbooks, reports and other bound publications from Johannesburg, with delivery coordination across South Africa and selected African markets.
Ready to price your book? Request a written book printing quotation or review our artwork guidelines before sending your files.