June 2026 · 6 min read
What our file QA actually checks
Pre-flight file QA is the cheapest stage to catch a problem. Knowing exactly what we check lets you ship files that clear on the first pass.
File QA is the second checkpoint in our pipeline, sandwiched between order intake and base lock. It is also the cheapest stage to catch a problem — a file rejected here costs us five minutes of operator time, while the same problem caught at the decoration stage burns a base unit and adds a day to dispatch. This is the checklist our intake operators work through.
1. Resolution at print size. Every file is opened at its target print dimension and the effective resolution is computed. Direct-to-garment and offset print require three hundred dots per inch at print size. Embroidery requires vector source (any raster file is converted or rejected). Sublimation is more forgiving but anything below 200 dpi at print size will be flagged.
2. Color mode and color profile. Screen and offset jobs are converted to CMYK with a calibrated profile (US SWOP for offset, custom for screen). DTG and sublimation stay in RGB but are checked for embedded color profiles that would shift hue. Files without any embedded profile are treated as sRGB by default; this is noted in the QA log so we can revisit if the output deviates.
3. Font handling. Vector files with live type are checked for missing fonts. Missing fonts force a stop because falling back to a substitute would change the design without the buyer's consent. If your file has live type, the operator either requests an outlined version or asks you to provide the font file with appropriate license.
4. Transparency and background intent. Photographic files with alpha channels are checked for ambiguous transparency — soft drop shadows, anti-aliased edges, semi-transparent overlays. The operator either confirms the intent against your order note or sends a clarifying email. "Print as shown" and "knock out background" produce different output; we do not guess.
5. Bleed and safe area. For posters, cards, and cut-and-sew apparel, the file is checked against the template for the specific base. Missing bleed is the most common rejection here. Critical type that crosses the safe-area line is flagged for relocation.
6. Decoration compatibility. Some files print fine on cotton but require modification for polyester (sublimation), or have detail that DTG can hold but embroidery would lose. The operator cross-references the file complexity against the decoration method specified and flags any mismatch.
What clears on the first pass. Files that ship as native vector (SVG, AI, PDF with outlined fonts) at print-size resolution, in the correct color mode, with explicit background intent, almost always clear in one pass. Files exported from web tools at 72dpi with embedded fonts almost always trigger a clarifying email.
If you want a pre-check before placing the order, send the file with the SKU short code and intended decoration method. We will run the same six checks and return a written reply within the business day with anything that needs adjustment.