Start with the final size and product plan
Before anything is sent for plate-making, the artwork must match the final print size, repeat length, and pack format. A label that runs on a narrow web machine needs a different setup to a carton or wrap around pack, and small mismatches can affect register, trimming, and waste. In flexo work, a file that looks fine on screen can still cause trouble if the measurements are not correct.
Check the trim size, bleed, safe area, and the exact position of text or key marks. If the pack is changing shape, confirm whether the artwork must be adjusted for the cylinder, sleeve, or plate layout. For printers in Midrand and surrounding areas, it is worth checking these details before files are forwarded especially when a customer has changed the bottle size, label width, or panel count late in the job.
- Confirm final dimensions in millimetres
- Allow proper bleed on all sides
- Keep key text clear of trim and fold lines
- Check repeat length against the press setup
Use the right file version and naming system
One of the most common problems in plate-making is the wrong file version landing in the queue. A file named "final" can still be the third revision of the week, and if no one can trace it, the wrong artwork may be processed. Clear file naming helps everyone involved, from the designer to prepress and dispatch.
A simple naming format works best. Include the job name, size, version number, and date. Keep a single approved file and remove old exports from the sending folder. If there are separate versions for multilingual text, seasonal promotions, or different pack sizes, mark them clearly so they are not mixed up. This matters for teams handling work between Johannesburg, Pretoria, Durban and Cape Town where jobs often move quickly between offices, designers, and production.
- Use one approved master file
- Add a version number to every revision
- Label language changes clearly
- Do not send screen grabs as artwork
Check fonts, images, and colour before sending
Text and images need careful checking because small issues become very obvious on press. All fonts should be embedded or outlined, and linked images must be high resolution at final size. If a logo is soft on screen, it will usually print soft too. Thin lines, tiny positive text, and low contrast details need extra care because flexo reproduction can be unforgiving on fine elements.
Colour is another area where artwork checks matter. Use the correct colour mode for the job and make sure spot colours are named properly. Overprint settings, transparency, and rich black builds should be reviewed before the file is sent. If a printer is comparing proof to artwork, then the file needs to show clear intent, not guesswork. Coastal humidity in places like Durban can also affect storage and handling around the workshop, so it is wise to keep files and approvals organised and easy to retrieve.
- Outline or embed all fonts
- Check image resolution at final size
- Confirm spot colour names and values
- Review overprint and transparency settings
Leave room for flexo-specific adjustments
Artwork for photopolymer plate-making often needs a little preparation beyond the design file itself. Fine reverse text, knockouts, gradients, and small solids may need screening support or minor changes so they hold properly on press. The goal is not to change the design for the sake of it, but to make sure it prints cleanly on the chosen material and press setup.
It helps to understand where the artwork will be used. A label for chilled beverages, for example, may need different handling from a carton destined for dry goods. If the pack is likely to face moisture, abrasion, or handling in transit, the artwork needs enough strength in key areas to survive production and use. In a job for a food supplier in Pretoria, one extra check on small type and barcode placement can save time later when the plates are mounted and the job is on the machine. Small issues caught early are easier to fix than after approval.
- Watch for very fine text and rules
- Check gradients and tonal areas
- Allow for trapping where needed
- Review barcode placement and quiet zones
Match proofs, notes, and instructions to the same file
Artwork preparation works best when the proof, the instruction note, and the final file all agree. If the proof shows one spelling and the file shows another, the job can slow down while the difference is checked. If dielines, pack marks, or barcodes are changed after proofing, those changes must be shown clearly in the latest file.
Use a clean approval trail. Save the proof with the job reference, note any required changes in plain language, and make sure the approved file is the same one that is sent for preflight and plate-making. When a packaging printer in Midrand is juggling a rush of label work, a clear instruction sheet can make the difference between a smooth handover and a long phone call. Keep notes short, direct, and tied to the file version being used.
- Keep proof and artwork version numbers aligned
- Mark all customer changes clearly
- Include any special instructions on folds, varnish, or cut lines
- Attach the final approval with the job reference
Send files in a way that suits the job flow
Once the artwork is ready, the way it is sent matters too. Large files should be packed neatly, with linked images included if required and no missing assets. If there are multiple versions for a print run, keep them in separate clearly marked folders. That saves time during file checking, imposition planning, and remake support if a revised plate is needed later.
For printers across South Africa, courier delivery and collection coordination are easier when job details are complete from the start. A clean submission helps the team label, trim, mount, pack, and dispatch without having to stop for missing information. At our Midrand base, our team led by Sibusiso Mthembu works with clients who need practical advice on file prep, plate-making, and dispatch planning. The more complete the artwork handover, the easier it is to keep production moving even when load-shedding or tight factory schedules put pressure on the day.
- Package files neatly and label folders clearly
- Include all linked assets if requested
- Send the final approved version only
- Keep job details and contact notes together
