The Top Mistakes People Make Before Sending Files for Vector Artwork Services

 When sending files for vector artwork services, the most common mistakes people make include submitting the wrong file type, not removing unnecessary background elements, ignoring resolution issues, failing to provide clear instructions, and assuming any image can be easily vectorized. These missteps can lead to delays, extra costs, and poor final results.

Vector artwork is essential for creating sharp, scalable designs that look professional on everything from t-shirts and banners to embroidered hats. Yet, many people unintentionally sabotage the process before it even begins. Whether you’re a business owner, designer, or someone preparing your first logo for merchandise, avoiding these pitfalls can save you time, money, and frustration.

1. Sending the Wrong File Type

This is, hands down, the most common error. People often send in JPG, PNG, or even screenshots thinking they’re good enough. While these are fine for web use, they aren’t suitable for high-quality vector conversion.

Why it matters: Raster images (like JPG and PNG) are pixel-based. When you try to scale them, they blur. Vector files, on the other hand, use paths and shapes, making them infinitely scalable.

Example: A small business owner sent in a logo pulled from their Facebook page to be printed on a banner. The image was only 150x150 pixels. The result? A blurry mess that required rush vectorization and added costs.

Tip: If you’re not sure what format your file is, right-click and check its properties. Ideally, send the highest-resolution version you have—preferably in a format like PDF, AI, or EPS.

2. Not Removing Background Elements

It’s easy to forget about the white box behind your logo or that faint watermark you barely notice. But when these elements go into vector conversion, they often get included—unless you specifically ask for them to be removed.

Why it matters: Background clutter can throw off the tracing process, resulting in jagged or incomplete shapes.

Real-world fix: Always review your file before sending. Make sure only the design you want vectorized is visible. If you're unsure, note what should stay and what should go in your submission.

3. Ignoring Image Resolution

While vector files themselves aren’t resolution-dependent, the source images used to create them still matter. The clearer your image, the more accurate the vector conversion.

Why it matters: Low-resolution images are harder to trace, often requiring manual re-illustration, which takes time and may add to your cost.

Stat to consider: In a survey of 500 print shops, 73% said low-res images were the biggest issue slowing down production.

Advice: Even if you only have a raster file, try to provide one that is at least 300 DPI (dots per inch). It makes a real difference.

4. Forgetting to Outline Fonts

If your logo or design includes text, and the fonts aren’t outlined or embedded, things can get tricky. Designers on the other end might not have access to the same fonts you used.

Why it matters: Unoutlined fonts can default to a system font, altering the entire look of your design.

Example: A boutique submitted a logo using a script font for a new run of t-shirts. The file opened with default block lettering because the font wasn’t included or outlined. It took days to correct.

Quick fix: Convert text to outlines before submitting. In most design programs, it takes just a couple of clicks.

5. Overcomplicating the Design

While detailed artwork might look beautiful on screen, it doesn’t always translate well to print or embroidery. Small text, intricate lines, and multiple gradients can be tough to reproduce accurately.

Why it matters: Complex elements can distort during vector conversion or be impossible to replicate in certain production methods.

Expert insight: When preparing designs for custom embroidery services Cincinnati, simplified artwork produces far cleaner results. Embroidery machines struggle with extremely fine detail.

Tip: Less is often more. Try to keep your designs bold, readable, and balanced.

6. Failing to Provide Clear Instructions

Designers aren’t mind readers. If you want a specific part of the artwork changed, removed, or emphasized, it’s best to be clear from the beginning.

Why it matters: Ambiguity can lead to errors, multiple revisions, and missed deadlines.

What to include: A brief note stating what the design is for (e.g., t-shirt, embroidery, signage), any colors that must be preserved, elements to remove, and whether you need a transparent background.

Bonus tip: Mention the production method. If your design is meant for screen printing Cincinnati, the vector technician might adjust the file differently than if it’s meant for laser engraving.

7. Using Colors That Don't Translate to Print

RGB colors look great on screen but may not match what you get in print. CMYK or Pantone is the industry standard for print, and it matters.

Why it matters: If you don’t specify color preferences or provide print-ready palettes, your design might come back looking different from what you expected.

Pro tip: Include a color reference or ask for Pantone matching if your brand colors are important.

8. Not Checking Spelling or Alignment

It sounds basic, but it’s easy to overlook spelling or alignment errors when you're focused on the bigger picture.

Why it matters: Once your design is vectorized, correcting text or layout becomes more difficult and sometimes costly.

Checklist before sending:

• Is the spelling correct?

• Is everything centered or aligned?

• Are all design elements intentional?

A quick double-check can save days of revision.

9. Assuming Any Image Can Be Vectorized Easily

Some images, especially those with complex photography, shading, or low contrast, aren’t suitable for quick vector conversion.

Why it matters: Vector conversion isn't magic. Some designs require hours of manual work.

Solution: If you're unsure, consult the team providing the vector artwork services. They can advise you on what’s realistically possible and may offer alternatives.

10. Not Planning Ahead

Rush jobs often result in poor communication, limited review time, and higher fees.

Why it matters: Quality vector artwork takes time. If you’re on a deadline, give your service provider as much lead time as possible.

Pro insight: Whether it’s for an event, campaign, or custom apparel for business, the earlier you start the file prep, the smoother the production.

Conclusion: Prepare Smart, Save Time

Vector artwork is the foundation for high-quality visual branding. But the success of your final product starts with how you prepare your files.

Avoiding the top mistakes—like submitting low-res images, forgetting to outline fonts, or leaving instructions vague—can make all the difference. Not only will you get better results, but you'll also save time, avoid extra costs, and build stronger working relationships with your production team.

So next time you're ready to send off that file, take a few extra minutes to review it carefully. Your future self (and your printer or embroiderer) will thank you.

FAQs

Q: Can I send a screenshot for vector conversion? A: Technically yes, but it’s not ideal. The quality will be low and may require full redrawing.

Q: What file format is best for sending? A: PDF, AI, or EPS formats are preferred. High-resolution PNG can also work as a starting point.

Q: Do I need to include fonts? A: If your design has editable text, yes—or convert the text to outlines before sending.

Q: How long does vectorization take? A: Simple designs can be turned around in 24–48 hours. Complex ones may take longer.

Q: What if I need the artwork for multiple uses (e.g., print and embroidery)? A: Mention that when you send the file. Each production method may require slight adjustments.

For sharp, print-ready files that keep your branding consistent, a little prep goes a long way. And if you ever need expert help, start with professional vector artwork services that understand how to make your designs production-perfect.