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Best practice for Supplying correct files

Different file types for supplying files

Spending countless hours on the phone telling clients how they should supply images and logos?

We find ourselves clarifying how to supply files correctly, so we thought it best to put it down in writing.

The best practice for supplying logos and images is in the highest quality possible. This even applies to websites and digital platforms. This is best practice, as we can export the correct quality file for the job in hand. Secondly, it saves us scrabbling around if we find we need to use the same logo or image for an exhibition stand.

So what files types are best?

A logo

A logo is always best supplied in a vector format. Meaning it has been created in a vector programme like Adobe illustrator or Coral Draw. It’s a fantastic format as we are able to increase it to any scale without losing quality, ensuring it will always look perfect. We are able to use the same logo file for any purpose, whether on a letter head or the side of a train. Vector file types are usually .eps or .ai files.

When a logo is supplied as a jpeg or png, it is a pixel file, not a vector file. The quality degrades the more it increases in scale. These type of files could well be a ‘low res’ version taken from a website. They are no good for print (unless used large scale and 300dpi) as web resolution is only 72dpi.

Very large 300dpi pixel files may also be larger in file size, whereas a vector file is usually quite small and easier to send within an email.


Imagery can only be supplied in a pixel format, so it comes down to the resolution, dpi, or ‘dots per inch’. To be used for print in brochures, leaflets etc, the resolution of images needs to be 300dpi. It’s also worth bearing in mind, that even at this resolution, images can only be scaled up by around 125% before losing quality. The best thing is to supply an image in as large a physical size as possible, but also at 300dpi, so the image hopefully won’t have to be scaled.

Sometimes, image from stock libraries or from photographers and digital cameras are 72dpi. However, they’ll often be at a large physical size (2 metres wide for example), so that when they’re made 300dpi, through resampling, they’ll still be large enough.

Image copyright

If you’re searching for images to use directly in a piece of design work, please don’t look on Google images, or generally grab images off the internet. They won’t be of a decent enough quality (resolution-wise), but primarily you won’t have necessary copyright for their use.

Images from official, royalty-free image sites, such as iStock and Shutterstock, come with the correct licensing when you purchase them. There are also many high quality, free stock image sites around nowadays, such as Unsplash and Pexels. Whilst the images are free, they also state that they are ‘free for Commercial use’. This is a phrase you should check for on other free images sites before you use them. 

Sending copy content

It’s best to supply written copy content either in a Word or Google document. This way, it can be saved along with the other files for the job. Copy sent in the body of an email can easily be mislaid. Our designers tend to copy and paste text into a Word document and save it. (Note, not all designers may be as conscientious!)

If you liked our guide on the best practices for supplying correct files we would love to know! If you need some more advice or help then just drop us a message. We are happy to guide you through the process!

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01564 797 580

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