To ensure your documents are processed quickly, printed accurately, and delivered successfully through our postal mail service, please follow these preparation guidelines when creating your PDF files. Correct formatting helps avoid delays, extra costs, and ensures addresses and payment information appear correctly.
Key Requirements
1. Page Size: Must Be A4
Requirement: All documents submitted must be designed using the standard A4 page size (210mm x 297mm or 595.28 x 841.89 points).
Why? Our printing and enveloping process is optimized for A4 documents. Using the correct size ensures your content fits properly on the page and aligns correctly with standard envelope windows.
How?
Design Software (Adobe InDesign, Affinity Publisher, etc.): Verify your document setup or page size is set to A4 before you start designing.
Other Layout Software: Check the document or page setup options to ensure the size is set to A4.
2. PDF Export Settings: Print-Ready & Fonts Embedded
Requirement: Please export your final document as a print-ready PDF with all fonts embedded. This is sometimes referred to as a "flattened" PDF, meaning it's self-contained and doesn't rely on external resources like fonts installed on our systems.
Why? Embedding fonts guarantees that your text appears exactly as you designed it, preventing font substitutions that can change text flow and layout. Flattening transparency can prevent unexpected printing results.
How?
Embed Fonts: This is the most critical step. When exporting or saving as PDF, always ensure the option to "Embed Fonts" (or "Subset Fonts") is enabled.
Adobe InDesign/Illustrator: Use export presets like PDF/X-1a, PDF/X-4, or High Quality Print. These standards enforce font embedding. Double-check the font embedding settings in the export options.
Affinity Publisher: Use PDF export presets intended for print (e.g., PDF/X standards) and ensure "Embed fonts" is active.
Other Software: Look for PDF export options related to "Print Quality," "Press Quality," or specific standards like PDF/X or PDF/A, and verify that font embedding is turned on. Avoid "Minimum Size" or "Screen Quality" presets if they don't embed fonts.
Flatten Transparency (Recommended): If your document contains transparency effects (drop shadows, gradients with opacity), it's best practice to flatten them during export using a high-resolution preset, especially if using older PDF standards like PDF/X-1a.
3. Content Placement & Margins (Use Our Template!)
Requirement: Position your content carefully according to our provided template, leaving specific areas clear for information added by our service. Respect the indicated margins and clear zones.
Why? Correct placement is crucial for addresses and payment slips to function correctly and be fully visible through standard envelope windows. Certain areas must also be kept clear for postal service barcodes and our internal optical marks. Our service will print the destination address and Bankgiro slip directly onto your document in the designated areas, potentially covering any content you have placed there.
How?
Download Template: Please download and refer to our margin template attached to this page (Print template.pdf)
Follow Template Guidance:
Return Address Window (Gray Area/Red Box): Place your complete return address entirely within the indicated zone on the template to ensure it aligns correctly with the envelope window. You can also use your logo here.
Destination Address Window (Gray Area/Red Box): Leave this area completely blank. Our service will insert the recipient's destination address here based on the data you provide separately.
Bankgiro Slip Area (Bottom): Leave the entire bottom portion of the page, below the main content area, completely blank. Our service will add a standard Bankgiro payment slip in this space. Refer to the visual guides and clear zones in the template PDF to understand the required clear area at the bottom.
Summary Checklist
Before submitting your PDF:
[ ] Is the page size set to A4?
[ ] Are all fonts embedded (or subsetted) in the PDF?
[ ] Is the return address placed correctly according to the template?
[ ] Is the destination address area left clear according to the template?
[ ] Is the bottom Bankgiro slip area left clear as shown in the template?
[ ] Are the optical mark zones kept clear of text and images?
Need Help?
If you have any questions about preparing your documents or using the templates, please contact our support team at [email protected]
We appreciate your cooperation in providing correctly formatted documents, which helps us process your mailings efficiently!