Artwork and file preparation for promotional products in Australia: the complete guide

Artwork is the single biggest cause of delays and disappointment in promotional product orders). A logo that looks crisp on your website can fail on a 5 mm print area on a pen or stitch poorly on a cap. Australian suppliers are not being difficult when they ask for vector files with outlined fonts; they are protecting you from a production run you will regret.

This guide explains what “print-ready” means in the promo industry, how Australian decorators use your files, and how to prepare artwork once for orders spanning multiple product types.

1. Vector vs raster: the decision that shapes everything

Vector artwork (AI, EPS, PDF with true vector paths) scales infinitely without jagged edges. Pad printing, screen printing, embroidery digitising, and laser engraving all start from vector geometry. Raster artwork (JPG, PNG, GIF) is a fixed grid of pixels (fine for photos and some full-colour digital prints, but unsuitable for most spot-colour decoration unless resolution is genuinely high at the physical print size.

Rule of thumb for Australian buyers: if your logo came from a website download). Instagram, or a Word document, assume it is not production-ready until a supplier confirms otherwise.

2. File formats suppliers actually accept

• .AI / .EPS) Industry standard from Adobe Illustrator; preferred for most decoration workflows.
• Print-ready PDF (Acceptable when fonts are outlined and art is vector) not a PDF that is just a placed low-res image.
• High-res PNG (Sometimes OK for full-colour digital wrap or sublimation; rarely for pad or spot screen print.
• Canva exports) Pro PDF print exports may work; free PNG exports often fail. Always ask for supplier verification before ordering quantity.

3. Colour: RGB screens vs CMYK and Pantone print

Monitors display RGB light; most promotional decoration uses spot Pantone (PMS) colours. CMYK digital print, or thread/film matched to PMS. Your brand blue on screen will not match exactly on a navy polo or stainless bottle (that is normal). Provide Pantone codes where possible and approve proofs with “close match” expectations, especially on non-white substrates.

4. Fonts, outlines, and brand guidelines

Convert all text to outlines (curves) before sending files. Missing fonts on a decorator’s workstation substitute typefaces silently and ruin brand consistency. Include your brand guidelines PDF if you have one) minimum clear space, incorrect colour usage, and alternate logos matter on small print areas.

5. Print area constraints by product category

Each product has a maximum decoration size and minimum detail threshold. Fine lines below ~0.5 pt may disappear on pad print; small text below 5 pt may fill in. Suppliers publish print area diagrams (compare your logo aspect ratio to those rectangles before choosing placement). A horizontal wordmark fits a pen barrel; a stacked logo may not.

6. One master file vs product-specific versions

For mixed orders (pens + shirts + mugs), send one master vector plus notes on preferred variants (single-colour reverse for dark goods, simplified mark for embroidery). Your supplier may request simplified versions) budget time for that, not just production lead time.

7. Logo redrawing: when to pay for conversion

Australian promotional suppliers commonly charge roughly $20–$65+ AUD to redraw unusable logos into vector form. That fee is almost always cheaper than reprinting 500 units or distributing merchandise that damages brand perception. Turnaround is typically a few business days with a proof for approval.

8. Artwork checklist before you email your supplier

1. Vector AI. EPS, or print-ready PDF with fonts outlined
2. Pantone codes for brand colours (if known)
3. Product SKUs, quantities, and decoration method if already chosen
4. Delivery postcode for freight quoting
5. Notes on dark vs light products if ordering both

9. Frequently asked questions