Logo file preparation

Formats and what they are for

Screen and print colour modes

Screens display colour in RGB; most printing uses CMYK, and some jobs use spot colours for exact matching. A logo exported only in RGB may print duller or shifted, and a CMYK file can look wrong on screen. A complete set includes separate files for each, clearly labelled, so a printer never receives a screen file by mistake.

Recording the exact colour values alongside the files lets anyone check that reproductions are correct.

A complete logo file set

Naming and organising

• Descriptive names

  Business name, version, colour variant and mode in each file name.

• Folders by use

  Separate folders for print, screen and icons.

• A read-me

  A short note explaining which file to use for what.

• One master location

  A shared folder the business controls.

How files are prepared

1. 01

   Check the master

   Vector artwork reviewed for accuracy and clean paths.

   Output: Verified master

2. 02

   Build variants

   Layouts and colour variants created.

   Output: Version set

3. 03

   Export

   Each variant exported in each format and colour mode.

   Output: File library

4. 04

   Organise

   Named, foldered and documented.

   Output: Ready-to-share set

Transparent backgrounds

A logo with a white box around it looks wrong on any coloured background. PNG and SVG files can have transparent backgrounds, so the logo sits cleanly on photos and coloured areas. JPEG cannot, which is why a set relying on JPEGs causes problems in presentations and on websites. Including transparent PNGs at a range of sizes covers many everyday uses.

Raster sizes worth exporting

Raster files have a fixed number of pixels, so one PNG cannot suit every use. A practical set includes small, medium and large transparent PNGs for documents, presentations and websites, square versions for social profiles, and the small sizes browsers and devices use for favicons and app icons. Exporting these from the vector master once, rather than resizing a single image each time, keeps edges sharp.

Very large PNGs are rarely needed when vector files are available for print and signage.

Common file mistakes

Typical problems include a PDF that contains an embedded low-resolution image rather than true vector artwork, text left as live font that changes when the font is missing, white boxes behind logos, and files named only 'logo-final-2'. Each causes confusion or poor reproduction. Checking that vector files are genuinely vector, text is outlined and backgrounds are transparent prevents many of them.

Keeping the set current

When a logo version changes or a new one is added, update the whole set and remove superseded files. A date or version number in the folder name helps everyone see they have the latest set.

Sharing files with others

Rather than emailing individual files, share a link to the relevant folder: print files to printers, screen files to web developers. Recipients get everything they might need and you avoid repeated requests for another format.