What Print Shops Should Ask Customers for, and Why

Intake forms that capture final reproduction size, substrate details, print process, color expectations, text changes, brand assets, and delivery deadlines prevent 80% of rework. When customers submit artwork without this context, print shops make assumptions—wrong assumptions lead to reprints, delays, and disputes. A structured intake form forces customers to answer the questions that matter before files enter production, reducing back-and-forth and ensuring the first proof matches expectations.

Most print shops ask the same core questions, but many do so informally (email threads, phone calls, vague order notes). A formal intake form—web form, PDF checklist, or order management system—makes answers visible to everyone on the production team and creates a record for quality control and dispute resolution.

Final Reproduction Size

Customers often submit files at the wrong size. They send a 2×2 inch logo and expect it printed at 12×12 inches, or they send an 8×11 inch flyer and expect it scaled down to a business card. Without knowing the final reproduction size, the shop cannot check resolution, set up the press, or quote accurately.

Ask: "What is the final printed size? (width × height in inches or cm)." If the customer is unsure, ask for the intended use: "Will this be a T-shirt chest print (10–12 inches wide), a business card (3.5×2 inches), a large banner (4×8 feet)?" Provide examples with common sizes so the customer can pick the closest match.

For apparel, ask garment size and print placement. A full-chest print on an adult large T-shirt is typically 12–14 inches wide, but a youth small only accommodates 8–10 inches. Placement matters too: center chest, left chest (pocket print), full back, sleeve. A design sized for center chest will not fit on a sleeve without scaling down, which may make text illegible.

For signage and large-format, ask viewing distance. A banner hung 20 feet high can use 150 DPI resolution and 2-inch text; a poster viewed at arm's length needs 300 DPI and 0.5-inch text. Knowing viewing distance lets the shop validate resolution and recommend text size adjustments if needed.

Substrate and Garment Details

Print processes are substrate-dependent. Sublimation only works on polyester; DTF works on cotton and blends; screen printing works on any fabric but requires different inks for light vs dark garments. If the customer does not specify substrate, the shop guesses, and the guess is often wrong.

Ask: "What are you printing on? (garment color, fabric content, product type)." For apparel, include a dropdown with common options: white cotton, black cotton, heather gray 50/50 blend, navy 100% polyester, etc. For hard goods, list options: ceramic mug, stainless steel tumbler, acrylic sign, glossy paper, etc.

Fabric content affects process selection. A customer orders 100% cotton shirts and submits a design expecting sublimation—sublimation does not work on cotton. The shop must contact the customer, explain the issue, and recommend DTF or screen printing instead. If the intake form had asked fabric content up front, this would have been caught before artwork submission.

Garment color affects white underbase requirements. For DTF or screen printing on dark fabrics, the shop must print a white underbase first, then layer colors on top. If the customer submits a file with no transparency and expects it printed on black fabric, the shop must clean up the file to add transparency (covered in DTF white underbase issues). Knowing garment color up front lets the shop request transparent PNGs during file submission, not after review.

Print Process Selection

Many customers do not know the difference between screen printing, DTF, sublimation, offset, and UV DTF. They submit artwork and expect the shop to pick the right process. The shop can do this, but it requires asking substrate, quantity, and turnaround first—if those details are missing, the shop cannot recommend a process.

Ask: "How many pieces are you printing?" Small runs (1–50) usually go to DTF or direct-to-garment. Medium runs (50–500) often use DTF or screen printing. Large runs (500+) use screen printing for apparel, offset for paper goods. If quantity is missing, the shop cannot quote accurately—setup costs for screen printing are high but per-unit costs are low, so pricing changes dramatically between 10 units and 1,000 units.

Ask: "What print process do you prefer, or would you like a recommendation?" If the customer has no preference, the shop chooses based on substrate, quantity, and turnaround. If the customer specifies a process (e.g., "I want sublimation"), the shop can immediately flag incompatibilities ("sublimation only works on polyester; your garments are cotton, so we recommend DTF instead").

For process comparisons, see sublimation, DTF, and UV DTF. For screen print file requirements, see color separation workflows.

Color Expectations and Matching

Color disputes are common. The customer submits an RGB file, the shop prints it in CMYK, and the customer complains the colors are wrong. Or the customer expects an exact Pantone match but did not specify a Pantone code, so the shop guesses. Clear color expectations during intake prevent these issues.

Ask: "Do you need exact color matching (Pantone), close match, or are you flexible?" If exact match, ask for Pantone codes or brand color specifications (PMS 186, HEX #FF5733, CMYK 0/100/100/0). If close match, clarify tolerance ("colors should be recognizably red, but exact shade does not matter"). If flexible, the shop has freedom to adjust colors for printability.

Ask: "Do you have brand guidelines or a style guide?" Many businesses have PDF brand guides that specify logo colors, fonts, and usage rules. If the customer provides this up front, the shop can match colors exactly and use approved logo files, preventing rework when the customer rejects a proof because "that is not our red."

For RGB vs CMYK issues, explain during intake: "Offset and commercial digital printing use CMYK inks. If your design has bright RGB colors (neon blues, oranges, greens), they may shift during CMYK conversion. We can provide a proof before printing if color accuracy is critical." This sets expectations and gives the customer a chance to request a proof.

Text and Content Changes

Customers often submit final artwork, then request text changes after the shop has outlined fonts or started production. If the shop knows changes are coming during intake, they can request editable source files (AI, INDD, PSD with live text layers) instead of flattened PDFs or rasterized PNGs.

Ask: "Will there be any text or content changes? (names, dates, phone numbers, etc.)" If yes, ask for a list of changes or a note that "text will be provided later." Request source files with live text, or offer to make edits for a fee if only flattened files are available.

For variable data (e.g., 100 shirts with different names on each), ask for a CSV or spreadsheet during intake. If the customer submits one design and then emails a list of 100 names two days later, production is delayed while the shop sets up variable data printing. Knowing this requirement up front allows scheduling and proper file setup.

Brand Assets and Logo Files

Customers frequently submit low-res logos pulled from their website (72 DPI favicon, screenshot of their social media profile picture) and expect high-quality prints. The shop either has to contact the customer for a better file, or vectorize the logo (covered in bulk vectorization workflows), which adds time and cost.

Ask: "Do you have a high-res logo file? (AI, EPS, PDF, SVG, or PNG at 300 DPI)." If no, ask: "Can you request the logo from your designer or marketing team?" Most businesses have vector logos somewhere; they just do not know where. If the customer truly has no high-res logo, offer vectorization as a service.

Ask: "What fonts are used in your design?" If the design contains live text, the shop needs the fonts installed to edit or proof the file. If fonts are not provided, the shop must either outline the text (making edits impossible) or substitute a similar font (which may not match exactly). Request font files during intake, or ask the customer to outline text before submission if no edits are expected.

Deadline and Turnaround Expectations

Customers assume fast turnaround without asking. They submit an order on Monday and expect it shipped by Wednesday, when standard turnaround is 7–10 business days. Clear deadline expectations during intake prevent disputes and allow the shop to charge appropriately for rush orders.

Ask: "When do you need this? (date, or standard/rush turnaround)." Provide standard turnaround times in the intake form: "Standard: 7–10 business days. Rush: 3–5 business days (+30% fee). Same-day: available for orders under 10 units (+100% fee)." If the customer needs rush, the shop can prioritize production and charge accordingly.

Ask: "Do you need a proof before production?" If yes, add proof review time to the schedule (1–2 business days for digital proof, 3–5 days for physical sample). If no, the shop can proceed directly to production after file check, saving time but increasing risk of customer rejection after printing.

Sample Intake Form Checklist

Here is a complete intake checklist for apparel printing. Adapt it for other print processes (signage, packaging, promotional products) by swapping substrate/garment fields with product-specific questions.

• Contact Information: Name, email, phone
• Order Details: Quantity, garment sizes (S/M/L/XL breakdown), garment color(s), fabric content (cotton, polyester, blend)
• Design Specifications: Final print size (width × height), print placement (center chest, full back, left chest, sleeve), number of colors in design
• File Information: File format (PNG, PDF, AI, etc.), resolution (DPI), color space (RGB, CMYK, spot colors), transparency (yes/no for DTF)
• Print Process: Preferred process (screen print, DTF, sublimation, or "recommend one"), or auto-select based on quantity and substrate
• Color Matching: Exact Pantone match required (list codes), close match acceptable, or flexible
• Text/Content Changes: No changes expected, minor edits needed (list them), or variable data (attach CSV)
• Brand Assets: High-res logo provided (yes/no), fonts provided or outlined (yes/no), brand guidelines attached (yes/no)
• Deadline: Needed by (date), or turnaround (standard/rush/same-day)
• Proofing: Digital proof required before production (yes/no), physical sample required (yes/no)
• Shipping: Shipping address, delivery method (ground/express), packaging requirements (individual poly bags, bulk box, etc.)

For file requirements across different processes, see print-ready artwork checklists. For handling bulk customer artwork, see bulk vectorization workflows. For DTF-specific intake questions, see DTF transparency requirements.