What to Send a Sign Shop: A Simple File Checklist

Walking into a sign shop, or emailing one for the first time, can feel a bit overwhelming if you are not sure what they need. Sign shops work with a wide range of clients, from large businesses with full design teams to small business owners who just need a banner made and have no idea what a vector file is.

Getting your files right before you make contact saves time, avoids back-and-forth, and often saves you money. Here is exactly what most sign shops need and why.

Why Sign Shops Are Particular About Files

Sign printing is done at large sizes. A standard banner might be 6 feet wide. A building sign could be much larger. At these sizes, file quality issues that are invisible on a phone screen become very obvious on a finished sign.

Sign shops also work fast. Their job is to produce finished signs, not to fix client artwork. Most shops are set up to receive ready-to-use files and get them into production. When files arrive in the wrong format or at the wrong quality, it creates extra work that either gets passed back to you or added to your invoice.

Knowing what they need before you send anything makes the whole process smoother for everyone.

The Most Important File: Your Logo

Your logo is the thing sign shops most commonly have problems with. The vast majority of sign shops need your logo as a vector file.

Vector formats they typically accept:

• AI (Adobe Illustrator)
• EPS
• SVG
• PDF (as long as it was saved from a vector program, not exported from a raster image)

Formats that do not work for sign production:

• JPG
• PNG
• GIF
• Screenshots
• Images copied from websites

If your logo only exists as a JPG or PNG, you will need to have it converted to a vector file before the sign shop can use it. Some sign shops offer this conversion as an extra service, but it will add cost and time to your project. Getting your logo vectorized beforehand puts you in control of both.

Photos and Background Images

Not everything in a sign design has to be a vector. Photos are raster images by nature, and sign shops use them all the time.

The key for photos is resolution relative to the print size. Most sign shops work with images at around 100 to 150 DPI at the actual output dimensions. This is lower than what you might expect from desktop printing, but signs are viewed from a distance, which means lower resolution looks fine in practice.

A common mistake is sending a photo that has a high DPI setting but is actually very small in terms of pixel dimensions. A 300 DPI photo that is only 400 pixels wide is not a large file. Once it is stretched to fill a 4-foot sign panel, it will look blurry. What matters is the total number of pixels, not the DPI label.

As a rough guide, a photo intended to fill a 3-foot-wide sign panel should be at least 2,500 to 3,000 pixels wide to look good at typical viewing distances.

Color Information

Sign shops print in CMYK. Your screen displays in RGB. These two color systems do not match perfectly, and some colors shift noticeably in the conversion, especially bright blues, vivid greens, and certain purples.

If your brand has specific color values, share them with the sign shop at the start of the project. The most useful formats are:

• Pantone (PMS) color codes, for the most accurate ink matching
• CMYK values, for direct use in their print workflow
• Hex codes or RGB values as a minimum, with the understanding that some conversion may occur

If you have a Pantone reference for your logo color and brand standards that specify it, mention this when you place your order. It prevents the most common color mismatch problems.

Design Dimensions and Specifications

Sign shops need to know exactly what size you want before they can set anything up. Come prepared with:

• The finished dimensions of the sign (width and height)
• Whether it is a single-sided or double-sided sign
• The material you want it printed on, if you have a preference
• Where it will be displayed (indoors or outdoors affects material choices)
• How it will be installed or hung (grommets, stands, wall mounting, etc.)

If you are not sure about some of these, the sign shop can advise you. But knowing the basics upfront moves the conversation along faster.

Fonts

If you are providing a design file rather than just a logo, fonts need to be handled carefully. If your design contains live text and the sign shop does not have the same fonts installed, the text may reflow, change appearance, or be substituted with a completely different typeface.

The safest approach is to convert all text to outlines before submitting your file. This turns the text into vector shapes rather than editable characters, so it looks the same everywhere regardless of installed fonts. In Adobe Illustrator, this is done by selecting all text and going to Type > Create Outlines.

Alternately, you can package your file with the fonts included, but converting to outlines is usually simpler and less likely to cause problems.

A Quick Checklist Before You Send Your Files

Before contacting a sign shop, run through this list:

• Logo saved as a vector file (AI, EPS, SVG, or vector PDF)
• Photos at appropriate resolution for the intended print size
• Colors specified as Pantone or CMYK values if accuracy matters
• Finished dimensions confirmed
• All text converted to outlines if submitting a full design file
• Bleed area added if the shop has provided a template

If you can check all of these, you are set up to have a smooth experience with almost any sign shop.

Frequently Asked Questions

What if I do not have a vector version of my logo?

You will need to get one made before the sign shop can proceed with your logo. Professional vector tracing services can convert your existing JPG or PNG into a clean vector file, usually within one to two business days.

Can I just send the sign shop my Canva design?

Some sign shops can work with a Canva export, but it depends on the shop and the file quality. Canva designs export as PNG or PDF, and while a Canva PDF can sometimes be used, the logo inside it may still be a raster image. Check with the shop before assuming a Canva file will work.

What is the difference between indoor and outdoor sign materials?

Outdoor signs need to handle weather, UV exposure, and temperature changes. Sign shops use different vinyl and substrate materials for outdoor applications compared to indoor banners or foam board displays. Always let the shop know where your sign will be used.

Do I need to include bleed in my files?

If the sign shop provides a template, follow it. Many sign shops add their own bleed during production if you have not included it, but some require it in the submitted file. When in doubt, ask.

How long does sign production take?

This varies by shop and by sign type. Simple vinyl banners can sometimes be turned around in one to two business days. More complex signs, especially fabricated or illuminated ones, take longer. Rush fees may apply for fast turnaround.