How to Write a Printer Spec Sheet

Introduction

Most technical publications these days end up posted online or shared in PDF format through email or a product CD.

However, there are still documents sent to the printer for good old-fashioned hard-copy printing. Or someone in your organization can decide to print a document that has been distributed only online in the past.

As years go by the information necessary to work well with printers is getting lost I’m afraid. I wonder how many technical writers under the age of 30 or 40 have seen the inside of a printing plant? Or have talked to a printer while arranging to get a document printed?

The number of things that can go wrong makes a long list when it comes to printing.

If you leave the details to the last moment you may be in for a rude surprise. That’s why you should always have a “Printer Spec Sheet” (or Check List) at hand, listing the most important specifications about your print job.

What is a Printer Spec Sheet?

A printer spec sheet is a document that provides information about the capabilities of a printer.

A printer spec sheet includes information about the following:

• Printing Quantity
• Printing Paper Specs
• Printing Resolution
• Printing Speed
• Paper Size Compatibility
• Paper Weight Compatibility
• Paper Type Compatibility

Here are some of the items that you may want to include in such a spec sheet:

1) The quantity of printing

Your printer may print 10,000 business cards at a time.

But can he or she print 10,000 User Guides, 1,000 pages each? That’s a different story altogether.

You may also want to specify if you want 300 dpi, 600 dpi or even 1200+ dpi (highest resolution reserved for glossy calendars and artwork) printing. They all come at a different price of course.

2) Printing paper

What kind of paper will you need? Coated or not? Can your printer get the paper you need? When? At what cost?

3) Ink color

Is there a limit to the number of colors your printer can use? Can he handle Process and Spot (e.g., Pantone) colors both? Do you need to submit spot color codes in advance?

4) Proofs

How many proofs your printer will send back to you, and in which format? How many edits and changes can you make?

5) Delivery format for the document and the related images

Is PDF okay or will your printer need all the source files? Images need to be JPG or some other format?

6) Image resolution and format

What’s the minimum your printer will accept? JPG images are okay or some other format (there are many!) is necessary?

7) Drawing and illustration format

In which format they should be delivered to the printer? JPG? PNG? TIFF? Or some other format?

8) Fonts

Would you need all the fonts you’ve used with your document package? If yes, just the individual fonts you’ve used or the whole font family?

9) Bleed specs

What is the page bleed tolerances your printer works with? How far beyond the page your images must go in order to create a “bleed effect”?

10) Folding and binding

Will your document need any special folding, binding or stitching?

Here is a comprehensive (if poorly designed) printing spec sheet used by South Carolina State, designed as a Printing Order Check List:
http://www.discoversouthcarolina.com/files/Grants/Print%20Specs%20Sheet.pdf

Conclusion

You can save yourself a lot of expensive headaches if you make your homework in advance and agree with your printer about printing specs. Prepare your printer spec sheet in advance to prevent unnecessary printing mishaps.

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