Artwork File Requirements for Promotional Product Printing

The most important concept: vector vs raster

Every artwork file is either a vector file or a raster file. Understanding the difference is the single most important thing a non-designer can know about print artwork, because most artwork issues come down to submitting a raster file when a vector file is needed.

Vector files

A vector file stores artwork as mathematical equations that describe shapes, lines, and curves. This means a vector file can be scaled to any size, from a 1-inch pen logo to a 10-foot banner, without any loss of quality. Zooming in reveals clean edges; zooming out reveals the same clean edges. Logos, wordmarks, icons, and most graphic elements used in branding are originally created as vector files.

Common vector file formats: .AI (Adobe Illustrator), .EPS (Encapsulated PostScript), .SVG (Scalable Vector Graphic), .PDF (when the PDF contains vector content rather than embedded raster images).

Vector files are preferred for almost all promotional product printing because they can be resized to exactly fit the imprint area of any product without quality loss.

Raster files

A raster file stores artwork as a grid of colored pixels. A JPEG logo that looks fine on screen at small size becomes blurry when enlarged to print size because the same number of pixels is spread across a larger area. This is why a logo that looks sharp in an email signature or on a website often looks blurry when printed on a shirt or a mug.

Common raster file formats: .JPG / .JPEG, .PNG, .GIF, .BMP, .PSD (Photoshop).

Raster files can be used for printing when they meet minimum resolution requirements (see DPI section below), but they cannot be scaled up without quality loss. If you only have raster versions of your logo, resolution at the intended print size determines whether they’re usable.

How to tell which you have

• Open the file and zoom in to 400% or more. If the edges look clean and sharp at any zoom level, it’s likely vector. If you see pixelation, blurring, or a grid of colored squares, it’s raster.
• File extension provides a clue: .AI, .EPS, and .SVG are always vector. .JPG, .PNG, and .GIF are always raster. .PDF can be either.
• File size: vector logos are typically very small files (under 1 MB) because they store equations rather than pixel data. A raster file large enough for print (300 DPI at print size) is typically several MB.

DPI (dots per inch): the raster resolution standard

DPI measures how many dots of ink are placed per inch in a printed image. Higher DPI means more dots per inch, which means finer detail and sharper edges. For promotional product printing, the standard minimum is 300 DPI at the actual print size.

The “at actual print size” part matters. A 72 DPI image (web resolution) can appear to be 300 DPI in a file if the file’s dimensions are set very small, but when that file is scaled up to the actual print size, the effective DPI drops below 300 and the print will be blurry. Always check DPI at 100% scale at the intended print size, not at a reduced view.

Vector files don’t have a DPI because they’re resolution-independent. When a printer receives a vector file, they can output it at any resolution without quality loss. This is why vector is preferred: resolution is never a limiting factor.

Color modes: RGB vs CMYK vs Pantone

Color mode determines how color is represented in the file and how accurately colors reproduce in print.

RGB (Red, Green, Blue)

RGB is the color mode used by screens, monitors, phones, and displays emit colored light using red, green, and blue channels. Files created for web, social media, or digital display are in RGB. RGB can represent very saturated, vibrant colors (particularly bright blues and greens) that cannot always be reproduced in print using ink.

CMYK (Cyan, Magenta, Yellow, Black)

CMYK is the standard color mode for most commercial printing. Printers mix four ink colors to reproduce color. CMYK has a narrower color range than RGB, some colors that look vibrant on screen appear slightly duller when converted to CMYK for print. For full-color printing (DTG, sublimation, full-color screen printing), submitting artwork in CMYK avoids unexpected color shifts in the conversion process.

Pantone (PMS) colors

Pantone Matching System (PMS) colors are standardized spot colors referenced by number. A Pantone color reproduces identically across any printer who uses Pantone inks, which makes it the professional standard for logo colors that need to be consistent across products and vendors. Screen printing and embroidery both work with Pantone colors. When your brand has a specific PMS color for your logo, providing the Pantone number alongside your artwork file ensures that screen printers can match your color exactly, regardless of screen display variation.

What to check

• For screen printing and embroidery: note your Pantone colors or closest CMYK equivalents, and specify the number of colors in your design.
• For DTG and full-color printing: RGB files are typically accepted; the printer converts to CMYK or their own color profile. Ask if they want CMYK files if color accuracy is critical.
• For sublimation: RGB is typically preferred because sublimation printing is done using RGB color profiles.

Requirements by print method

Different print methods have different technical requirements. Submitting the wrong file type or color format for a specific method is the most common source of artwork revisions.

Screen printing

Screen printing applies ink through a mesh screen, one color at a time. Each color in the design requires a separate screen, which means artwork for screen printing needs to have a defined, limited number of solid colors. Gradients, photographic elements, and color blending are not possible with standard screen printing (though specialty techniques exist at higher cost). Screen printing is the standard decoration method for high-volume branded apparel orders.

• File type: Vector required (.AI or .EPS preferred; .PDF with vector content accepted)
• Colors: Solid spot colors only; gradients must be converted to halftones or removed; specify Pantone or PMS numbers
• Color count: Typically 1 to 6 spot colors; each color adds to cost
• Fonts: Convert all fonts to outlines (paths) before submitting so the printer doesn’t need the same font installed
• Minimum line weight: 0.5 pt to 1 pt minimum; thinner lines may not hold on the screen
• Minimum text size: 6 to 8 pt minimum; smaller text may fill in or become unreadable

Embroidery

Embroidery stitches the design into the fabric using thread. Unlike printing, embroidery converts the artwork into a stitch file (a digitizing process) rather than printing it directly. This conversion is done by the embroidery shop or an in-house digitizer. Not all design elements translate equally to embroidery, very thin lines, small text, and fine details may need to be simplified or eliminated during digitizing.

• File type for digitizing: Vector preferred (.AI, .EPS, .PDF); high-resolution raster accepted for reference (300 DPI minimum)
• Colors: Solid thread colors; Pantone numbers help match to available thread colors; no gradients (thread colors blend only when intentionally interleaved)
• Color count: Typically up to 12 thread colors in a standard embroidered design; more colors increase stitch complexity and cost
• Minimum details: Small text should be at least 0.25 inches tall to stitch legibly; thin lines should be at least 1.5 mm wide; avoid very small or delicate design elements
• Stitch file: If you already have an embroidery stitch file (.DST, .EXP, .PES, .VP3) from a previous embroiderer, provide it, it saves digitizing time and cost

Direct-to-garment (DTG)

DTG printing sprays full-color ink directly onto a garment surface, similar to an inkjet printer. It can reproduce photographs, complex color gradients, and multi-color artwork without the color count limitations of screen printing. DTG is ideal for short runs, photographic designs, and artwork with many colors or gradients.

• File type: Raster accepted (.PNG preferred for designs with transparency; .JPG acceptable for solid-background designs); vector files are converted to raster for printing
• Resolution: 300 DPI minimum at actual print size
• Color mode: RGB preferred for most DTG workflows; check with your printer
• Background: Use transparent backgrounds (.PNG) for designs that should print without a background box; .JPG always includes a white background
• Color matching: DTG colors may not exactly match screen-printed or Pantone colors; if precise color matching is critical, screen printing or sublimation may be a better choice

Sublimation printing

Sublimation printing uses heat to transfer dye directly into the fabric, making it part of the material rather than sitting on top. It produces vivid full-color results with no feel to the ink. Sublimation only works on polyester or polyester-coated surfaces, it will not work on 100% cotton.

• File type: High-resolution raster preferred (.PNG, .JPG, .TIFF); vector files are converted to raster at high resolution for printing
• Resolution: 300 DPI minimum at actual print size; 150 DPI may be acceptable for very large all-over prints
• Color mode: RGB; sublimation printers use RGB color profiles
• Background: Sublimation prints the entire surface, including background color; white areas in the design appear as the base fabric color (white polyester prints white; colored polyester will affect light areas)
• Fabric requirement: Polyester or polyester-coated substrate only; confirm fabric content before ordering sublimation products

General file preparation checklist

Before submitting artwork for any promotional product order, check these items:

• File type: Vector (.AI, .EPS, .SVG) for screen printing and embroidery; high-resolution raster (.PNG, .JPG at 300 DPI+) for DTG and sublimation
• Resolution: At least 300 DPI at the actual intended print size (not at a reduced view)
• Fonts converted to outlines: Convert all text to paths or outlines in your vector file before submitting, this prevents font substitution if the printer doesn’t have the same fonts installed
• Color mode: CMYK for most print methods; RGB for sublimation; Pantone numbers specified for screen printing and embroidery
• Color count noted: For screen printing, note the number of colors in the design; extra colors require extra screens and increase cost
• Background handling: For designs with no background, use .PNG with a transparent background; avoid white-box JPGs unless the garment or product is white
• Bleed (if applicable): For items that print edge-to-edge (all-over sublimation, full-bleed print items), extend background elements 0.125 inches beyond the intended cut or edge
• Reference image included: Include a color-accurate reference image (JPG or PDF) alongside any vector file so the printer can verify the intended colors and layout

Common artwork problems and how to fix them

What to do if you only have a low-resolution logo

Many smaller businesses have only a JPG or PNG version of their logo, the file that was emailed over when the brand was created. If that’s your situation:

• Check with whoever created your logo: Designers who create logos typically have the original .AI or .EPS vector file. If you commissioned your logo from a freelancer or design agency, request the native vector file, you likely own it as part of the original work.
• Check your brand asset folders: Many brand identity packages include a vector file alongside the standard JPG and PNG. Look for a file ending in .AI, .EPS, or .SVG.
• Ask the printer: Many promotional product printers, including MFG Merch, offer logo recreation or vectorization services that can convert a clean, clear raster logo into a usable vector file. This is typically a one-time setup cost and the resulting vector file can be reused for all future orders.
• Use a high-resolution PNG if the logo is simple: For a simple logo (one or two colors, no fine detail) on a product with lenient print requirements, a high-resolution PNG at 300 DPI at the intended print size may be usable. Confirm with the printer before ordering.

Submit artwork to MFG Merch

When you’re ready to order, the team at MFG Merch reviews all artwork before production and will flag any issues before they become print problems. Submit your artwork file (vector preferred, high-res raster accepted for review) along with the Pantone colors for your logo, the product and decoration method you want, and a reference image of your intended result. Contact our team to start your order or to ask about file preparation before submitting.

Frequently asked questions

What file format should I use for promotional product printing?

Vector files (.AI, .EPS, .SVG, or a vector PDF) are preferred for most promotional product printing because they can be scaled to any size without quality loss. For screen printing and embroidery specifically, vector files are required. For DTG and sublimation printing, high-resolution raster files (.PNG or .JPG at 300 DPI or higher at the intended print size) are accepted. When in doubt, submit a vector file, it works for every print method.

What DPI do I need for promotional product printing?

300 DPI at the actual intended print size is the standard minimum for raster files used in promotional product printing. Check DPI at 100% scale at the intended size, not at a reduced view. Vector files don’t have a DPI limitation; they can output at any resolution without quality loss, which is why vector is preferred.

What is a Pantone color and why does it matter for printing?

Pantone (PMS) colors are standardized ink colors referenced by number. Using Pantone colors in your artwork ensures your logo color reproduces consistently across any printer or product. When you specify “Pantone 286 C” for your blue, any screen printer can match that exact color regardless of what it looks like on their monitor. Without a Pantone reference, colors are matched by eye from the artwork, which can result in variation between orders and vendors.

What does “convert fonts to outlines” mean and why is it required?

Converting fonts to outlines (or paths) transforms text in your design from editable font characters into fixed vector shapes. This means the printer doesn’t need to have the same fonts installed to open your file correctly. Without this conversion, if the printer’s software doesn’t have the same font, it substitutes a different one, which changes the text appearance in the print output. In Adobe Illustrator: Select All, then go to Type and choose Create Outlines.

Can I use my logo from my website for promotional product printing?

Usually not directly. Logos on websites are typically JPG or PNG files exported at 72 DPI for screen display, which is far below the 300 DPI minimum for print. Scaling them up to print size results in blurry output. You need either the original vector file from your logo designer or a high-resolution raster version specifically created for print use. If you only have a website logo, ask your designer for the original file or ask MFG Merch about logo vectorization services before placing an order.

The bottom line

Getting artwork right before production starts is the simplest way to keep an order on schedule. Vector files work for every print method. 300 DPI raster files work for DTG and sublimation. Pantone colors prevent color-matching surprises in screen printing and embroidery. Converting fonts to outlines prevents font substitution errors. A clean reference image tells the printer what you’re expecting. Follow the checklist in this guide, and most common artwork issues are resolved before they ever reach the production floor.