Preparing Files

To ensure the best possible results and a timely mailing, please review the materials included in this page. You will find the following guidelines and information to assist you: 

Guidelines for fast turnaround

A standard brochure can be in and out the door within 72–96 hours when meeting these guidelines:

  1. All copy, photos, and maps should be included at the time of order entry.
  2. Standard brochure size is 8-1/8" x 10-1/2" for up to an 8-page brochure, to maintain under 1 oz. for mailing.


Standard format:

  • 2-, 4-, 6-, or 8-page brochure. If the brochure requires stitching, an additional day in production may be needed.

Standard brochure folds:

  • 2-page format folds in half to 5-1/4" x 8-1/8", or tri-fold, which is 3-1/2" x 8-1/8"
  • 4- and 6-page formats refold to 5-1/4" x 8-1/8", 5-1/2" x 10-1/2", or flat, 8-1/8" x 10-1/2"

Paper stock
Standard house stock is gloss book, 100-, 80-, and 60-lb. Standard postcard stock is 100-lb. cover. Other stocks are available upon request.

We provide PDF proofs via email.

Organizational Checklist (picture of checklist on Big Stock)

QSAP understands that auctions are time sensitive. Your brochure will be produced most quickly when we receive all the necessary information at the time you place your order.
Receipt of information later in the process may affect your print schedule. Please make sure we have the following information:

  • Auction day, date, and time
  • Inspection day, date, and time
  • Name of seller, seller’s logo if necessary
  • Type of auction
  • Reason for sale (bankruptcy, liquidation, surplus, etc.)
  • Address of sale site, sale site phone
  • Terms of sale
  • Auctioneer’s Note or disclaimer
  • Directions/map indicating sale site
  • Your logo, address, contact information
  • Your state license number, if required
  • Copy, prepared in the order you would like it to appear
  • Photos placement, with any sizing requests
  • Photo descriptions (captions), if desired
  • Any association logos to be used
  • Special notes or instructions

Buyer’s service to include:

  • Available financing 
  • Airport/airline information
  • Hotel/motel accommodations
  • Car rental information

Confirmation of order specifications, including quantity, number of pages, folded size, shipping/mailing date, shipping/mailing method and addresses, mail list source, and projected arrival date at QSAP

Postage payment must be received by mail date.

Guidelines for design files

Supported programs are: InDesign, QuarkXpress, FreeHand, Photoshop, Illustrator
You can provide files in PDF format if the file is created at actual size and saved as “Press” or “Press Optimized.” Please remember, at best, only minimal editing can be done to these files.
InDesign and Quark Xpress are the preferred layout programs.
Prefer that FreeHand not be used for complex layouts with many imported raster images.
Do not use Photoshop for page designs or for typesetting.
Microsoft Word, Publisher & PowerPoint are not appropriate—however, we can export text from these files, but absolutely NO GRAPHICS.

Make sure you include the fonts used when you send in your files—both screen and printer versions.
When using the bold and italic attribute buttons, please verify that you have the bold and italic versions of that font.
All images and graphics should be 300 DPI at the actual size used.

File Formats
Always use TIF or EPS for graphics.

Linking Files
Always link, never embed.

Bleed designs should fall off the page at least 1/8" (.125). Please build bleeds into your document.

Providing Your Design
Always provide a current laser proof showing the correct spot and process colors. When providing native files, always include all graphics and fonts used within your file—use your program’s packaging option whenever possible. Before sending your file on disk, double check that all support files, including fonts and images are included.

Collecting Fonts
When collecting fonts, do not forget to include all versions (bold, italic, etc.) as well as the printer and screen versions for Type 1 fonts.
TrueType Fonts are acceptable and do not have separate files for printer and screen versions.

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Or, call:


Industrial Auctioneers Association
National Auctioneers Association