Design File Specification
At Amsive, we make it easy for clients to deliver high-quality, print-ready files that flow seamlessly into production. Whether you’re submitting creative for a postcard, letter package, or complex personalized campaign, this guide outlines everything you need to know to get it right the first time.
Our goal is to minimize back-and-forth, reduce errors, and keep timelines on track—so your mail hits on time and looks exactly as intended.
From file setup and personalization best practices to data formatting and secure file transfer, we’ve got you covered.
We work in Adobe Creative Cloud on both Mac and PC. Supported file types include:
Adobe InDesign
Adobe Illustrator
Adobe Photoshop
Please contact your Account Manager or Sales Representative if you have file formats not supported by the software listed above. Also note, in most cases when Microsoft Word documents are supplied, they are not in the intended fonts, colors and format to utilize in print and may be subject to possible conversion charges.
Submitting Files for Personalized Print Projects
We recommend using Adobe InDesign to create and submit your artwork. InDesign works best with our personalization software, thanks to a built-in plug-in that allows us to export your copy directly into our system. If your file includes both pre-printed design elements and personalized copy, follow these guidelines to ensure a smooth setup:
- Differentiate Personalization
vs. Static Art
Clearly mark which text is personalized and which is not. Apply spot color (we recommend using Magenta) to the personalized text. This makes it easy for our team to identify what needs to be variable
- Use Layers
Place the personalized copy and the static (pre-print) artwork on separate layers in your InDesign file. Be sure to name each layer clearly, such as “Personalization” and “Artwork.”
- Indicate Data Variables
For any variable fields that will be pulled from a data file, use square brackets around the field name.
- Example: Dear [FirstName], or Your account balance is [AccountBalance].
Following these steps helps prevent errors and speeds up the proofing and production process. If you’re unsure how to set this up, our team is happy to assist.
EXAMPLE:
Font requirements
- We accept OpenType and TrueType fonts (OpenType preferred).
- Type 1 fonts are not accepted — Adobe no longer supports them.
- Place all font files in a clearly labeled “Fonts” folder within your packaged files.
Important Notes
- Do not convert body copy to outlines. This prevents text edits and is not recommended.
- Converting fonts to outlines is acceptable for logos to avoid font conflicts and maintain visual consistency.
- If edits are required to outlined text, additional charges may apply
Color & Images
Color Mode
- Best practice is for all artwork to be submitted in CMYK color mode.
- Files submitted in RGB will be converted to CMYK, which may result in color shifts. RGB is for screen viewing and contains colors that cannot be accurately reproduced in print
- Apply Rich Black (any black color that incorporates some amount of CMY) only to large fields of solid color and to large type ≥ 72pt; do not apply Rich Black to body and legal text.
- We prefer that Rich Black be built as 100k 40c 40m 20y, but we can print any formulation so long as it does not exceed 320% total ink coverage.
- Never apply Registration color to any live type or artwork.
- Avoid use of white/knockout type on dark 4-color backgrounds at sizes < 8pt.
Pantone Colors (Spot Colors)
- Using Pantone (PMS) swatches in your file provides a reliable color reference.
- Not all Pantone colors can be matched exactly in CMYK; we will use the Pantone Color Bridge to achieve the closest possible match.
- For offset printing, define all spot colors using Pantone values.
If color accuracy is critical, notify your Account Manager or Sales Representative. Additional testing, proofs, or on-stock samples may be required. We will make every effort to match Pantone colors as closely as possible.
Document Bleeds
- If your design extends to the edge of the page, include a 0.125” (1/8”) bleed on all sides.
- Document layout size should match the final trim size.
- If your design does not include bleeds, add a 0.125” white margin around all edges to avoid cutoff.
File Naming
- Use clear, descriptive file names (e.g., Postcard-4×6-Final.pdf).
- Amsive will append a job ticket number to your file name for internal tracking and future reprints.
Packaging Files
Application files must be provided with all fonts and links. The easiest way to do this is to use the “Package” feature in InDesign. See example settings below:
Linked Files
- Include all linked assets with your submission (e.g., fonts, photos, graphics, placed images).
- When using Adobe Illustrator, manually collect all supporting files.
For Adobe InDesign, use the “Package” feature to gather fonts, images, and links.
EXAMPLE:
SAVING PRINT READY PDFs
- Please export PDF(s) ready for print. Here is a preset you can install to help: Amsive PrintReady PDF Export 2025.
- Images should be high-resolution, and must be embedded in the PDF.
- Bleeds should be extended to a minimum of 1/8”. Exported PDF page size should include bleeds and crop-marks.
- View the exported PDF to make sure all elements are correct. Acrobat Pro can help check your PDF for proper format. https://helpx.adobe.com/acrobat/using/analyzing-documents-preflight-tool-acrobat.html
DIRECT MAIL PRODUCTION DESIGN TEMPLATES
When preparing your direct mail pieces, it’s important to follow USPS design and mailing guidelines to ensure successful delivery and avoid delays or additional postage costs. The templates on the following pages are designed to help you set up your artwork correctly from the start. Each template includes dimensions, safe zones, bleed areas, and addressing requirements—making it easier to create files that meet both postal regulations and print specifications. Use these as a guide when building your layouts to ensure accuracy and compliance.
Follow USPS guidelines when building direct mail. Our provided templates include:
– Bleed and trim areas
– Safe zones for copy
– Address window and indicia placement
– Compliant sizing to avoid delays or surcharges
Postcards
Letters
Self-mailers
Outer Envelopes (OE)
SFTP SETUP FOR FILE TRANSER
To ensure secure and organized transfer of all PII files, we will set up a dedicated SFTP site. This site can also be used to share creative assets, if needed.
Each client-specific SFTP site will include two folders:
- To_Amsive – for files you are sending to us
- From_Amsive – for files we are sending to you
Access to these folders will be restricted to your designated users. Login credentials will be sent in a separate email directly from our Amsive IT department.
Please provide the name and email address of each individual who will require access.
FILE NAMING STANDARDS
To streamline file management and reduce errors, we ask that all files follow this naming convention:
[ClientName][ProjectName][Date:YYYYMMDD]_[FileDescription]
Example: ABCHealth_MemberMailer_20250702_FinalDataFile.csv
If multiple versions of a file are submitted, please append versioning at the end (e.g., _v1, _v2, etc.).