Start with the right file type
The best artwork file is the one that gives clear edges, correct colours and enough detail for the garment size you want printed. For screen printing, vector files are usually the first choice because they can be resized without losing quality. If you only have a low resolution image from a phone or social media, it may still be usable for a simple print, but it often needs extra work before setup.
When clients send artwork from Hamilton, Bloemfontein, or from towns like Welkom and Bethlehem, the first delay is often the file format. A clean file lets the team move faster through proofing and separates colours properly for printing. If the file is poor, even a good design can print with soft edges, broken text or uneven colour blocks.
- Best files: vector artwork in AI, EPS, PDF or SVG format
- Useful for simple artwork: high resolution PNG or JPG at print size
- Avoid: screenshots, WhatsApp images, and files saved too small
Check image size before you send it
Size matters because a file that looks fine on your screen may be too small for a shirt front or back print. A design for a left chest logo does not need the same detail as a large event shirt print. What counts is the actual print size, not just how good the image looks on your laptop or phone.
As a rule, send artwork at the final size you want printed. If you want a logo to sit across the chest at 28 cm wide, the file should support that size clearly. Fine lines, tiny text and thin outlines can disappear once ink hits fabric especially on textured cotton or polycotton. For sportswear and school apparel, this matters even more because the garment gets washed often and the artwork must hold its shape.
- Tell us the print size you want in centimetres
- Keep small text simple and readable
- Use one version of the logo if you are unsure which file is the latest
Set colours properly from the start
Colour matching is one of the biggest reasons proofs need extra back and forth. Screen printing uses ink, not a computer display, so the colour on your screen can differ from the finished print. Red may lean orange, black can print softer on some garments, and white ink behaves differently on dark fabric. A clear colour reference helps avoid confusion before setup begins.
If your brand has exact colours, send those values with the file. If you do not have a formal brand guide, at least send a sample image or a printed reference. This is especially useful for schools, clubs and businesses that need repeat orders across different branches. In the Free State, where some uniforms are reordered term after term, getting the same colour right from the start saves time later.
- Include Pantone, CMYK or clear colour notes if you have them
- State if the print should match an existing uniform or garment
- Tell us if the artwork must be printed in one colour only
Keep text readable and spellings checked
Text errors are expensive because they can be picked up only after the proof is prepared. Once the screen is made or the artwork is set for production, changing a spelling mistake can slow the whole order. Names, slogans, school mottos and event dates should all be checked carefully before you send them through.
This is where many orders lose time. A school in Thaba Nchu might need shirts for a sports day, but one surname is missing a letter or the event date is typed incorrectly. The proof then has to be amended and that affects turnaround. It sounds basic, but a second check by a different person often catches what the sender missed.
- Check spelling for names, dates, town names and job titles
- Use simple fonts if the text is small
- Send the exact wording you want printed, not a rough version
Tell us how the artwork should be used
The same logo can be printed in different ways depending on the garment and the purpose. A one colour logo on workwear is not the same as a full front design for an event shirt. Letting the production team know where the artwork will go helps with layout, ink use and size sorting. It also helps when you order mixed sizes for a team or staff group.
For example, a company in Bloemfontein may need left chest logos on office shirts, while a youth event in Parys may want a large back print with sponsor names. If the brief is clear, the proof stage moves faster and the print plan is easier to approve. Add notes for front, back, sleeve or cap placement if needed, and say whether each item must carry the same print.
- State the garment type: t-shirt, golf shirt, hoodie, apron or sportswear
- Explain placement: front, back, sleeve or both sides
- Say whether names, numbers or departments must change per item
Include the practical extras that save time
Artwork does not stand alone. Good order details help the proofing and setup stage run smoothly. If you need size sorting, individual bagging or courier delivery across the Free State, say so from the start. These details do not change the print itself, but they affect packing, labelling and dispatch planning.
It also helps to mention the order quantity and the target date. A small run for a school fundraiser is handled differently from a bulk order for staff uniforms. If your delivery is going to a site with loading restrictions, gate access or limited hours, include that too. This avoids last minute calls when the parcel is already packed. In Hamilton and the surrounding areas, clear instructions can make the difference between a quick handover and a delay at the gate.
- Share the quantity, sizes and preferred delivery town
- Ask for bagging or sorting if each wearer needs a separate pack
- Note any deadline, site access rules or special receiving instructions
A simple local example that keeps the job moving
Say a school in Botshabelo orders 120 shirts for a fundraising day. The logo is sent as a blurry screenshot, the school motto is typed two different ways, and no one says whether the print should go on the front or back. That order will almost always slow down at proof stage. Now compare that with a vector logo, correct spelling, the final shirt colour, clear placement notes and a list of sizes for each grade. The second version moves much faster and needs fewer corrections.
That is the point of a checklist. It is not about making the process harder, it is about reducing avoidable questions. When the file is clean and the instructions are clear, the print team can focus on the work itself rather than chasing missing details. For businesses, schools and event organisers across Bloemfontein and nationwide, that means fewer delays and a better result on the final garments.
If you are unsure about a file, send the best version you have and explain what the garment is for. A clear note from the start usually saves time later, and sometimes it is enough to guide the artwork into production without a long back and forth.
