Last week a subscriber suggested that buyers should have a simple specifications form (spec form) handy when they're asking printers for estimates. Great idea!

Most printers have their own spec forms. Some are more detailed than others. I've seen forms with questions that only printers or VERY experienced buyers and designers would know how to answer.

Phil Green covers this topic brilliantly in his 1992 book entitled Quality Control for Print Buyers. Below, I've summarized his recommendations for a complete spec form. If you'll be buying print regularly, why not print up a batch of spec forms and keep them handy? Not all of these specs are applicable for every job you create, but you have to start somewhere.

JOB NAME - Pretty obvious. Name your job for easy referral.

DUE DATE - When do you need delivery? How critical is this date? Is the job needed for a specific event?

QUANTITY - Ask for a few quantities, not just one. Why waste time going back and forth with a printer on this key point?

FINISHED SIZE - The final size of your piece, once it's folded and trimmed. For example, a 4-page newsletter is probably 11 x 17" folding to 8 1/2 x 11". It could fold in half again to 5 1/2 x 8 1/2", or you may want a letter fold. Be specific.

PAGE COUNT - if known. For books/booklets, make sure you specify text pages + cover.

NUMBER OF INKS - How many ink colors do you want and where do you want them? One side or both? Black ink only on both sides? That's "1/1" to a printer. Two colors both sides is "2/2" and so on. Process color is 4-color - not 4 different "flat" or PMS or spot colors. If the ink will "bleed" off the edge of the paper, note that as well, for it could increase your costs.

IMAGES TO BE SCANNED - How many photos or other images does this job include? Where are they coming from exactly?

PROOFS - What kind of proof(s) do you need to see?

PAPER - If you can't specify exactly what paper you want, ask for help. Do you need cover weight? Text weight? Letterhead? Talk it over!

MATERIALS SUPPLIED - What will you be supplying? A Mac file? PC file? What software? Do you need typesetting/design done? Are you handing over camera-ready copy? Discuss this early on.

BINDING METHOD - Does the job need to be folded? What kind of binding do you want?

OTHER FINISHING - What else does this job need: Laminating? Varnishing? Die-cutting? Embossing or engraving? Three-hole punching?

SHIPPING REQUIREMENTS - Does the job need to be shrink-wrapped? Shipped to several places? Boxed in any special way?

OTHER COMMENTS - What else should the printer know about this job? Are you doing a series of similar jobs every month or so? If so, will you need more of the same paper for these jobs? Here's where you note any special requirements you may have.

A print job is the sum of many parts. These parts are the specs, so give your printer as much detail as you can when planning a job. Every print job is "built" - it's customized manufacturing, remember. Next time you're tempted to ask a printer to price a job, think of all those details that matter.

Supply written specs to be safe - and to be fair.