Acceptable artwork formats (EPS, AI, PDF) for promotional printing in Australia

Short answer: Which file types Australian promo suppliers accept, how to export from Illustrator or Canva, and formats that cause delays or poor print quality.

Australian promotional suppliers decorate thousands of products daily (from pens and tote bags to polos and stainless steel bottles). The quality of your artwork file is often the single biggest factor in whether branding looks crisp or disappointing.

Most production delays on promo orders are artwork-related: missing fonts, low-resolution logos. RGB files sent for spot-colour pad printing, or artwork scaled far beyond what the source file supports. This guide Acceptable artwork formats (EPS, AI, PDF) for promotional printing in Australia (walks through what Australian small businesses should know, practical steps before you order, and questions worth asking your promotional products supplier.

Why this matters for Australian small businesses

Whether you are ordering fifty branded pens for a local expo or five hundred gift packs for clients across Sydney). Melbourne, and Brisbane, getting print-ready files, vector formats, and colour setup right saves money and protects your brand. Suppliers across Australia see the same preventable issues on rush jobs: artwork that is not print-ready, decoration mismatched to the product, and unrealistic delivery dates without proof approval buffer.

Many Australian SMEs first discover artwork requirements when a supplier replies asking for “vector with outlines.” That request is normal, it protects print quality on your order.

You do not need to become a print production expert. You do need enough context to brief staff, compare quotes fairly, and approve proofs with confidence.

Key concepts to understand

Before you request a quote or upload artwork, align on these points with your team:

• vector EPS or AI files
• Pantone (PMS) colour codes
• fonts converted to outlines
• 300 DPI raster only where digital print allows

These factors interact. For example, a multi-colour logo on a curved surface may require pad printing with spot colours rather than full-colour digital wrap (changing both artwork requirements and price.

Practical steps before you place an order

1. Locate your highest-quality logo source) preferably original AI or EPS from a designer, not a cropped social media image.
2. Convert all text to outlines (curves, or embed fonts; include Pantone codes if your brand uses them.
3. Check logo legibility at the smallest print size on your chosen product (pen barrel, cap panel, etc.).
4. Export print-ready PDF or native vector files; avoid Word. PowerPoint, or low-resolution Canva PNG unless supplier confirms digital print specs.
5. Email files with product SKU, quantity, preferred decoration, and delivery postcode for accurate quoting.

Common mistakes (and how to avoid them

• Sending a website PNG and expecting crisp print on a large bag.
• Leaving live text in vector files so fonts substitute on the supplier’s machine.
• Ignoring Pantone codes and assuming screen colours match brand guidelines exactly.
• Approving proofs without checking the smallest reproduction size on the product.

Catching these early, at brief, artwork, or proof stage (avoids remakes, rush freight, and brand embarrassment when items reach customers or staff.

Working with your promotional products supplier

Send artwork early for a free or low-cost file check before you commit to quantity). Many Australian suppliers offer logo redraw services if you only have raster files.

Reputable Australian suppliers will review your artwork, flag issues before production, and send a digital proof. Use that review seriously: check spelling, logo proportions. PMS references, and product colour (mock-ups show approximate placement, not always exact material shade).

If you are building a longer-term merchandise programme, ask about storing artwork on file, reduced setup on repeat orders, and call-off delivery for multi-site businesses.

Australian context: freight, timing, and GST

Production often completes in one state while your team sits in another. Interstate freight is standard but adds days (especially to Western Australia). Northern Territory, and regional postcodes. Peak periods (EOFY, spring conference season). November–December gifting) compress capacity; order early when dates are fixed.

Quotes usually show GST for business purchasers in Australia. Keep invoices for your records. If you are comparing international online print sites with local APPA-member suppliers, include freight, duty where applicable, proof support, and remake policies, not unit price alone.

Where to go next

Once artwork is print-ready, review decoration methods and proofing guides before approving production. Browse the other guides in Artwork & file preparation for related topics, or explore product categories when you are ready to request a formal quote.

Frequently asked questions