Write down what the finished piece needs to do
A print specification is a practical description, not a test of printing vocabulary. Start with the finished size, quantity, number of pages or sides, and how the piece will be used. A form someone writes on needs different consideration from a folded handout or an outdoor display.
Include the delivery or collection requirement and identify who can approve the proof. If a detail is undecided, say so. Asking the shop to compare two suitable stocks is more useful than naming a weight without knowing what it means.
Understand the production choice
Digital printing produces the job from a digital file without offset plates. Offset printing transfers the image from a plate through a blanket to the paper. Large-format work introduces another set of material, size and mounting questions.
The best method depends on the actual artwork, quantity, stock and finishing. There isn’t one quantity at which every job should switch methods. For variable information, explain which fields change and how each version will be checked.
Handle a sample before choosing the paper
- Weight and thickness: these describe different properties. Compare samples rather than assuming a higher number means a better result.
- Surface: consider glare, writing, handling and the appearance of the artwork on the proposed stock.
- Construction: a fold, binding, perforation or multipart set needs its own specification.
For business cards, the finished feel and readable contact details matter. For NCR forms, the number of parts, sets and numbering matter. Neither can be reduced to a paper weight alone.
Know what you are approving
A layout proof helps you check wording, placement, page order and dimensions. It may not demonstrate the final paper, finish or printed color. Ask what the available proof represents, especially when matching an existing piece.
Supply original artwork where possible. Bleed is artwork extending beyond the trim edge; the shop should confirm its required amount and file setup. Check images at the intended finished size, and identify any color reference that needs particular attention.
Include everything after printing
Compare quotes with the same finishing, packing and handoff. For association mailing work, identify the editions, enclosures and mailing preparation separately so the quote reflects the complete job.
Keep the approved file, specification and job reference together. The next order can start with those details, followed by a check of what has changed.