How do you communicate with clients or printers about dpi and ppi requirements?

To further clarify, PPI is generally most relevant when we're dealing with digital files, whereas DPI is a printer-specific measurement. When someone refers to an image as having '300 DPI', they usually mean that the image has a resolution suitable for high-quality printing, which is often done at 300 DPI. However, in actuality, the image file's size is set to 300 PPI. This value is then interpreted and converted into the printer-specific DPI during the printing process. So, while these terms can seem interchangeable in common usage, for designer, it is good to understand their distinct roles so you can work more effectively with your printing partners and achieve the best, sometimes, more creative outcomes.

When discussing DPI and PPI with clients or printers, I keep it clear and context-driven. For clients, I break it down in simple terms: PPI is for digital—crisp screens; DPI is for print—sharp details. I explain how the right resolution ensures their design looks its best, whether it’s on a billboard or a smartphone. With printers, it's all about precision—confirming specs like 300 DPI for print-ready files and ensuring colour modes align. I see it as a collaboration, not just a handoff, because great design deserves the perfect finish. Clear communication ensures we all stay on the same page and deliver top-notch results.

I first ask if my clients are able to provide a vector version of their artwork so that’s it’s scalable without quality loss. However, if they only have a raster-based file I’ll ask them to supply the highest quality version they have. Downscaling is much easier to do than trying to add information that isn’t there, and a majority of designers or printing firms should have a program that allows you to adjust the quality/size yourself. Often times clients have no idea what you’re referring to when you ask for more DPI, so I quality check the best file they have and screenshot a to-size section to send them if there’s any pixelation. From that point we determine if they are able to adjust the file or if we need an alternative.

One thing I have found helpful is asking my client if the artwork they are providing is editable, a vector. I have learned many people know what a hi-resolution photo or design is but they don’t understand that dpi helps better understand if your print will come out clear or pixelated.

I ask if they have an editable file such as an adobe illustrator file or a pdf. If they have neither I ask for them to send the highest quality file. If their highest quality still does not meet the requirement I offer tracing/editing services or suggest a re-shoot with a photographer (depending what type of image they need printed). I counsel that knowing the sizes of the materials they want the image on before a project is started helps prevent quality issues in the future and save on additional cost that they are probably having to dish out currently.

I always ask my clients if they have a vector version of their artwork, as it's easy to resize without losing quality. If they only have a raster file, I request the highest quality version. It's much easier to make an image smaller than to improve a low-quality one. Most designers or print companies have tools to adjust size and quality. Since many clients don't know what DPI means, I check the file quality for them and send a screenshot if I notice any pixelation. From there, we decide if they can fix the file or if we need another option

It's important to clarify that as designers, when we prepare digital files for printing, we're actually setting the PPI value. This value dictates the level of detail in our image. Once our file is ready for printing, the printer's software interprets this PPI value and converts it into DPI, which is a printer-specific term that signifies how precisely the printer can reproduce our image in physical form.

Es muy sencillo. Debes dise?ar una especie de Infografía o documento explicativo de todos los requisitos de recepción de los artes para tu proceso. Este documento debe contener: Formato de color, formato de archivos, tama?os de fotografías, creación de archivos outlines, como incluir respaldos fotográficos, respaldos tipográficos, como debe estár trabajado el archivo por capas o layer e inclusive si deben incluir una capa con el color blanco o laca para empaques flexibles. Hazlo de la forma más simple, en un lenguaje muy amigable.