You have chosen the product and agreed on the quantity. Then comes a simple request: “please send your logo.” What you attach at this point has a big effect on how your branded items turn out. A blurry or badly built file can lead to soft edges, wrong colours and extra back and forth before anything is made.
This guide explains what a print-ready logo file looks like, how to check the one you already have, and what to do if all you can find is a small image saved from your website.
Why the logo file matters so much
Promotional products are decorated by machines that follow your artwork exactly. If the file is made of tiny coloured squares, those squares are what gets reproduced. A logo that looks fine on a phone screen can look rough once it is stretched across a bag, wrapped around a bottle or engraved into timber.
A good file keeps your brand looking consistent across very different items. The same logo needs to sit neatly on a small pen barrel and on a large tote, and the right kind of file makes that possible without any loss in sharpness.
Vector files versus pixel images
Most logo problems come down to one difference. A vector file describes your logo using lines, curves and shapes defined by mathematics. It can be enlarged or reduced to any size and stay perfectly sharp. A pixel image, such as a JPEG, PNG or screenshot, is made of a fixed grid of small squares. Enlarge it and the squares become visible, which is what people call pixelation.
For this reason, decorators ask for vector artwork. Common vector formats include Adobe Illustrator files, EPS files and AI files. If you are not sure which type you have, check the file extension, or ask the designer who created your branding. Our artwork specifications page lists the formats we work with.
Where to look for your vector file
Start with the original branding pack from your designer or the agency that built your website. Search your email for words such as “logo”, “brand guidelines” or “final artwork”. Many businesses already own a vector file without realising it. If the folder only contains JPEG or PNG versions, ask the designer whether the original source file can be sent as well.
Convert your fonts to outlines
If your logo includes lettering, the typeface needs to travel with it. When a font is not installed on the computer opening the file, the software swaps in a different one and your logo quietly changes shape. The fix is to convert the text to outlines, which turns each letter into a plain shape that no longer depends on an installed font.
If you are working with a designer, simply ask them to supply the artwork with fonts converted to outlines. If you would like a specific font used for extra wording on an item, tell us and we can advise on what suits the product.
Know your brand colours
Colour is the next thing to confirm. Many brands are tied to specific Pantone colours, sometimes called PMS or spot colours. These are numbered shades designed to be matched precisely in print. Your brand guidelines should list them. If you can quote the Pantone numbers for your logo, the decorator has a clear target to match.
It helps to remember that colours look different on a screen than they do on a physical item. A screen glows, while a printed product reflects light, so the same shade can appear a little different between the two. That is why a swatch reference is more reliable than judging colour by eye on a monitor. Some colours, such as metallics and fluorescents, also cannot be reproduced by standard four-colour printing, so ask about them early if they are part of your brand.
Simplify for the product
A full logo with a tagline, a thin outline and a gradient may look great on letterhead and still be too detailed for a small item. Different decoration methods handle detail in different ways, so it is worth thinking about this before you order. Embroidery and pad printing, for example, prefer clean shapes over very fine lines.
Many brands keep a simplified version of their logo for exactly this purpose. It might be a one-colour version, or a version without the tagline, or a compact mark for tight spaces. If you have one, send it along with the full version and let the team recommend which suits each item.
What to send if you only have a small image
If a vector file is not available, do not worry. Send the best quality image you have, preferably the largest version rather than a small copy saved from a website. Avoid screenshots and avoid photographing a printed card or sign. Tell us the item you are ordering and we can advise whether the image will work or whether the logo should be redrawn as vector artwork first.
A quick checklist before you send
Before attaching your artwork to an enquiry, run through these points. Is the file a vector format? Are all fonts converted to outlines? Do you know your Pantone colours, or at least the brand colours in use? Do you have a one-colour version if the product needs it? Then mention the item you have in mind, such as a drink bottle or a tech accessory, so the team can check the artwork against that specific product.
Once your order moves ahead, you will be able to review a proof before production begins. That is the moment to check spelling, colours and placement, so look at it carefully and raise any concerns straight away.
Frequently asked questions
1. Can I send my logo as a PDF?
Sometimes. A PDF can contain vector artwork, but it can also contain a flat image placed inside it. If the PDF was exported from a design program, it may work well. Send it through and we can check whether it is usable.
2. What does it mean to convert fonts to outlines?
It means each letter is turned into a plain shape, so the logo no longer relies on a font being installed. This prevents the lettering from changing when the file is opened on another computer.
3. Why does my logo look different on the product than on my screen?
Screens produce colour using light, while products reflect it. The material, the decoration method and the finish all influence the result, so some variation is normal. Giving us your Pantone references helps keep the match as close as possible.
4. Do I need a separate logo file for each product?
Not usually. One good vector file is enough in most cases, and the artwork can be sized and arranged for each item. A one-colour version is useful to have in case a product only allows a single colour.
5. Who can help me if I do not have a vector logo?
Your original designer is the best first contact. If that is not possible, send what you have and the team can talk you through the options, including whether the logo needs to be redrawn before production.
Ready to send your artwork?
Not sure whether your logo file is ready to go? Send it through to Promo Solutions Australia along with the product you are considering, and we will let you know what works and what needs a tweak. Get in touch today and we will help you move from artwork to a finished branded order with confidence.