Preflight, Packaging, and File Delivery Standards

Why Preflight and Packaging Matter

When a print job arrives at a commercial printer or digital publisher missing a font, containing a low-resolution image, or using the wrong color mode, the result is either a delayed job, an unexpected cost, or a product that looks nothing like the designer intended. Preflight is the systematic process of checking a document for errors before it leaves your hands. Packaging bundles every required file — the layout, linked images, and fonts — into a single, self-contained folder so that no asset is left behind. Together, these two steps are the final professional responsibility of every graphic designer working in print or digital media.

The InDesign Preflight Panel

Adobe InDesign includes a live Preflight panel (Window > Output > Preflight) that monitors your document continuously and flags problems as you work. The colored indicator at the bottom of the document window shows green (no errors) or red (errors found), along with an error count.

By default, InDesign uses the Basic preflight profile, which catches common issues. For professional print work, you should create or load a custom preflight profile tailored to your printer's specifications — for example, requiring CMYK color mode, a minimum image resolution of 300 ppi for print, proper bleed values, and no missing fonts or links.

To create a custom profile, open the Preflight panel menu and choose Define Profiles. You can specify rules for color spaces, image resolution, font embedding, bleed and slug settings, and overset text. Save the profile with a descriptive name and apply it to every job that goes to that printer.

Common Preflight Errors and How to Resolve Them

Missing or modified links. InDesign displays linked images but stores only a low-resolution preview. If the original file is moved, renamed, or deleted, InDesign loses the link. Open the Links panel (Window > Links), locate files flagged with a red question mark (missing) or yellow warning triangle (modified), right-click, and choose Relink to navigate to the correct file. Always use the high-resolution original.

Missing fonts. If InDesign cannot find a font on your system or in Adobe Fonts, affected text appears highlighted in pink. Go to Type > Find Font to see a complete list of fonts used in the document. You can substitute a missing font or, better, activate the correct font through Adobe Fonts (accessible in the Creative Cloud app). Once activated, InDesign finds it automatically.

RGB images or swatches. Commercial offset printing uses CMYK ink. RGB images and colors may shift unpredictably when converted by a printer's RIP. To fix placed RGB images, edit them in Adobe Photoshop and convert the mode to CMYK (Image > Mode > CMYK Color), then relink in InDesign. For RGB swatches defined in InDesign itself, open the Swatch Options for each swatch and change the Color Mode to CMYK, then enter the correct CMYK values.

Overset text. A red plus sign on a text frame's out port means more text exists than the frame can show — that text will not print. Fix overset text by enlarging the frame, reducing the font size, editing the copy to fit, or threading the text to an additional frame. Never leave overset text in a document going to print.

Low-resolution images. For quality offset printing, placed raster images should be at least 300 ppi at their final printed size. Enlarging a placed image in InDesign reduces its effective resolution. Check effective resolution in the Links panel (select the link and expand Link Info). If effective resolution is below the profile threshold, obtain a higher-resolution version of the image.

Packaging the Job

Once preflight shows zero errors, use File > Package (Shift+Cmd+P on Mac / Shift+Ctrl+P on Windows). InDesign will prompt you to save the document if unsaved, then show a summary of fonts, links, and color profiles included. Click Package, choose a destination, and InDesign creates a folder containing:

• The .indd source file
• A Document fonts subfolder with all fonts used (note: some font licenses restrict redistribution — verify license terms before sending fonts to a third party)
• A Links subfolder with all placed images and assets
• A Package Report (.txt file) listing every font, every link, ink coverage, and document settings

Review the Package Report carefully. Confirm that every font and link appears in the report and that no items are listed as missing.

Writing the Delivery Memo

A delivery memo (sometimes called a job ticket cover note) accompanies the package and tells the printer exactly what to expect. A professional delivery memo should include:

• Document title and client name
• Page count and page size (including bleed dimensions)
• Color mode (CMYK, spot colors, or both) and number of inks
• Required output resolution
• Any special instructions (coatings, die lines, proofing requirements)
• Contact information for the designer

This memo protects both parties and reduces the chance of a costly misprint.

Safety and File Integrity Considerations

While graphic design does not involve the physical hazards found in some trades, digital file safety is a genuine professional responsibility. Always work from a duplicate of the original broken file during preflight exercises — never overwrite source assets. Back up your packaged folder to a second location before delivery. Confirm with your instructor or print vendor that font licenses permit redistribution in the package. In a production studio, follow any studio-specific file-naming conventions and server access protocols to prevent accidental overwriting of a colleague's work.

Workflow Summary

1. Apply a custom preflight profile matched to the output device.

2. Record all flagged errors in a preflight log before making changes.

3. Resolve errors one category at a time; re-run preflight after each fix.

4. Achieve zero errors, then package the file.

5. Verify the Package Report; write and attach the delivery memo.

6. Submit the complete folder — never send the .indd file alone.