Printing specifications have always been an important part of planning and executing print publications. This guide will refer to Terms and Conditions (or Printing Trade Customs), (20k pdf file, opens in a new window) that have been used in the printing industry nationwide for more than 60 years. Those guidelines have been updated to address digital issues in a document known as Best Business Practices for the Printing Industry (72k pdf file, opens in a new window).

Writing specifications correctly can save your organization or client thousands of dollars and keep your publications on schedule. Your printing specifications allow the printer to estimate the cost of printing your publication and the time needed to complete the job. Quotations are based on the accuracy of the specifications. The printer will revise the quote if the copy, film tapes, disks and other materials don't conform to the specifications. Some organizations, especially government agencies and offices, use specifications to solicit bids by various printers who compete for the job. Assume nothing. Write explicit specifications to avoid costly mistakes or misinterpretations. Use a format, such as the two column format used with resumes, that is easy to read and to find specifics.

The specifications should include:

Items

The kind of publication, its function and for whom produced. For example: A brochure for employees of the XYZ Company.

Description

Number of pages, trim size flat and folded, other details. For example: 8-1/2 by 12-inches flat; 4-by-8-1/2 inches folded, with special die cut on panel 1; four-color process on side 1; two colors on side 2. Specify whether a self-mailer or requires a specially sized or shaped envelope.

Folding

Describe any folds for brochures, such as Z fold, letter fold, French fold, completely. Attach a folding diagram showing the order in which the piece is opened. Note: This will be replaced with signature and imposition chart for books and magazines.

Quantity

How many pieces to be printed. Trade Customs allow over-runs or under-runs of up to 10 percent of the quantity ordered (and your organization must pay for the number delivered); otherwise, the percentage of tolerance must be stated in the specifications.

Paper

State the name or grade, brand if one preferred, color, size, basis weight. Specify the number of pieces or pages you expect to get from a single sheet, and order enough paper to cover your job.

Special papers, such as duplex or deckle edges, should be described. Add a swatch of the special paper, if possible.

If your piece has a cover, specify the paper choice for text and for cover.

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Inks

Specify the inks as to process or Pantone. If Pantone, use the PMS number and specify whether transparent or opaque. Specify which colors go on which side or on which imposition. Accuracy is important, as the job will be priced according to, among other things, the number of press runs (one for each ink used and for each side).

Specify how many and where any bleeds are to be printed.

Specify any special coating to be used, such as varnish or lamanation. Also let the printer know if there are large solid areas of 100% ink (such as large tintblocks with reverse out type). Note that Trade Customs advise you to expect slight variations of color from paper to paper and from press to press.

Art

Camera-ready art: Summarize the total number of 4CPHTs, DTs, BHTs, BLAs, etc. Accuracy is very important, as the number of 4CPHTs will have a big impact on the cost of your job.

Output-ready disk: If the printer is not going to produce halftones, but will simply print your electronic graphics, summarize the number of those that you have and how they were rendered; for example Photoshop TIFFs in CMYK or grayscale mode, or specify how many or whether scans are required. If scans are needed, specify how many in color, grayscale, and/or black and white. (An output ready disk is complete and does not require any further production other than to convert it to film for the negative used to create the offset plate.) Large image files may take hours to output or transmit electronically to your printer, and your printer likely will charge for this time.

While a summary is all that is needed at this stage, later, a detailed list of the art will be keyed to the dummy and submitted with the master set for printing.

Software Used

List all software used to create the layout and art, such as InDesign x.x, Photoshop x.x and Illustrator x.x.

Composition

Since the advent of desktop publishing, few jobs require typesetting. But you still have to let the printer know what fonts your piece will use. Summarize fonts, faces and sizes; for example, Times 12, 14, 24 and 48, italics and bold. If you have a job requiring typesetting, also specify leading, column widths and depths and whether type is justified, ragged right, ragged left or centered.

Die Scores, Die Cuts, Perforations, Embossing and Foil Stamping

Before the master set is submitted to the printer, you should have an additional dummy for the tool-and-die maker showing the exact size, shape and location of the die score, die cut, perforations, embossing or foil stamping. All add to the cost of the piece, and once manufactured, any changes will add more cost. Describe as accurately as possible in the specification.

Die Scores stamps a line or rule where the piece folds. It is useful on high-gloss covered and heavier stock, especially where art crosses over one panel to the next, or on the spine of perfect binding.

Die Cuts make special cuts, such as special shapes of the outside trim area, pockets, and see-through holes.

Perforations are small holes cut to make panels or coupons easy to tear out by the reader. If perforations are needed, specify whether coarse or fine, or the number of perforations per inch.

Embossing creates a raised effect with a specailly created die. Debossing stamps the paper from the front to create a sunken effect.

Foil stamping stamps a foil material--usually metallic gold or silver or enamel colors--onto the paper. If the foil is raised by embossing, it is known as "registering."

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Signatures

Specify the kind of signature (sheetwise, work and tumble, work and turn, etc.). Attach a signature and imposition chart showing where the specific, numbered pages will be printed and what inks will be used on each imposition. Be sure to show the correct direction of the page numbers.

Covers

Specify whether the magazine or booklet has a self-cover or has a cover from different paper stock or different printing method. The size of the cover will depend on the number of pages in the piece and the binding method.

Binding

Specify whether the magazine or booklet is to be bound by saddle- or side-stitching, hard- or soft-bound perfect binding, or plastic binding. For saddle- or side-stitching, specify the number of staples and their intervals. Work closely with your printer in determining which binding method is best for your piece.

Handwork

Folders often and magazines sometimes require special inserts, hand folding, gluing or labeling. Specify any such special handwork in detail.

Proofs

Facilitate control through each stage of the printing process by requesting a variety of proofs. Note that the Trade Customs specify that the printer will not be responsible for production errors that you don't find before printing if you (1) don't require proofs, or (2) OK the proofs, or (3) request changes orally. Your corrections should be written on the proofs.

Galley proofs are required only if the text is to be typeset by the printer. You can expect them from 3 to 20 days after submitting the final copy, depending on the amount and complexity of the copy.

Color-keys: If you want to add color to a halftone, match colors (such as a CMYK combination on a four-color run to match a Pantone color used on a two-color run), or alter colors in 4CPHTs, you should require color-key proofs of the separations. Color keys are printed on acetate, one process color per sheet, which are overlaid. It's a good idea to require color keys for 4CPHTs when quality is a must (such a reproducing art for a museum publication). Delivery of color keys can take from 5 to 15 days of receipt of the art, depending on whether the separations are done in-house. The most accurate form of this is called matchprint, where the keys are laminated as a single piece. It is also the most expensive and is usually reserved for when color accuracy is critical, such as with skin tones for a cosmetics brochure.

Pre-press proofs, usually photocopies of the layout, are a must. They can be expected within 2 to 5 days of approved galleys, if any. Specify the date they should be given to you. Your corrections should be signed and returned on a "master set" marked "OK," "OK with corrections," or "Revised proof required." Ask if your printer charges for author alterations at this point in the process. Blueline, brownline or photocopy proofs of the finished piece should follow within 2 to 10 days of receipt of the corrected pre-press proofs.

Bluelines, brownlines or photocopy proofs are copies of the publication made from the mechanical or negative before the plate is made, and usually provides the last look at the publication before printing begins.

Press proofs, made from the plate when the job goes to the press, can be expensive, so are not furnished unless specifically required in the specifications. Trade Customs specify that you will be charged for any alterations or corrections made at this stage or for any press time lost because of your delay or change of mind. You should know what is currently being charged for such "author alternations."

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Delivery

Specify where and how the finished pieces should be delivered and by what date. Prices quoted don't include storage unless otherwise specified. If the pieces must be stored before distribution, they should be packaged in waterproof cartons or shrink-wrapped.

Bids

Specify the deadline for bids and to whom they should be submitted. If the number to be printed has not been determined, ask for bids for likely quantities: 100, 500, 1,000, 5,000 and in increments of 2,500 on orders of more than 5,000. If the number of pages in the printed piece cannot be determined when bids are sought, ask for prices for pages in multiples of four (8, 12, 16, 20, 24, etc.).

Reprints

If you ask for reprint estimates, expect a 10 percent fluctuation and a price commitment for no more than two years.

Inquiries

Include the name, address, phone number and email address of someone the printer can contact with questions.

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