What is soft proof and proof copy in book printing?

A Soft Proof is a digital visualisation of the final version of a project intended for printing, provided to the client for approval. It usually takes the form of a PDF file that faithfully reproduces the layout, colours, and content of the publication. It is not a physical copy but a screen preview used to approve the project before production begins.

A Proof Copy, on the other hand, is a free sample copy prepared at Books Factory for new clients. It allows you to evaluate the book in real life – from colour reproduction and paper texture to binding and refinements.

In the following part of the article, you will find detailed information about both solutions as well as the rules for receiving a Proof Copy at Books Factory.

Soft Proof – trial print in virtual form

What is a Soft Proof in printing? It is a solution that significantly improves the efficiency of working on a specific project. Thanks to it, the client can view on a computer screen a digital sample (usually in PDF format) that reflects the appearance of the publication before the final printing of the file on paper or another medium. Simply put: a soft proof is a digital trial version of the project – not a physical print – used for its final approval.

Why is a Soft Proof done before printing? A soft proof allows the client to verify the appearance of the publication and introduce corrections before printing. In this way, it is possible to evaluate the layout and structure of the document, typography and style, as well as:

graphic elements and their placement,
consistency of the project,
marketing properties,
general colour impression,
the way the content is presented, etc.

Soft Proof – advantages and disadvantages

Soft proofing is a process that brings several benefits – both for the client and for the project executor. The most important of these include:

cost optimisation and time saving – the sample is made in digital form, saving time and materials,
ecology – soft proof is an environmentally friendly method of project verification, since its visualisation is in digital form,
transparency – by presenting the project in a digital file, the client can easily introduce possible corrections,
the possibility of fast project approval without the costs of physical printing.

Unfortunately, soft proof also comes with certain limitations:

limitations in colour reproduction, related to the properties of visualisation software as well as the technical specifications of monitors,
difficulty in reproducing refinement effects (e.g., embossing or varnishing) in the digital version,
a soft proof is not always able to represent the actual texture of paper, which may cause discrepancies between the digital design and its physical version.

Proof copies at Books Factory – how does it work with us?

At Books Factory, we approach the preparation of reliable proof copies with particular care, so that they fully reflect the actual appearance of the project. That is why we gave up soft proofing and, as a printing house, we offer a real proof copy – directly from the production line.

A proof copy is a form of project verification in which we create a free sample copy for new clients. The finished test publication is available in physical form, allowing the client to evaluate not only the colours but also how external light falls on it, the texture of the paper, the binding, and refinements. This allows for a precise check of how a trial print of the book looks before placing a larger order.

How many free proof copies does a client receive?

New clients can receive up to 3 free proof copies, each intended for a specific title ordered through the website. Proof copies are available regardless of printing technology, although the offer does not cover 3 different technologies for one title.

Thanks to this, every client can safely receive a proof copy – the printing house provides a real insight into the final product.

What if the pool of 3 free copies is used up?

After using the pool of three free copies, further test samples are available for a fee. The price of each depends on the printing technology:

in the case of choosing standard printing technology (electrophotography), the cost of the sample is the price of 1 copy plus shipping costs,
in the case of selecting economical inkjet printing technology, the price of the sample equals the price of the minimum order, including shipping.

Can I count on any discounts?

Clients who place an order for economical colour inkjet technology worth more than 750 euros receive a free proof copy after using the first 3 free samples.

What if I change the source file?

If, after sending the sample, the client makes changes to the file, paper, or other parameters, the next proof copy is already paid according to the price list.

What can proof copies contain?

A free sample may include a cover with a window and edge printing, and may also be a board book project. For books with refinements (UV varnish, metallic foil, embossing), at least one paid copy must be ordered.

Will I receive a soft proof in that case?

No, we offer something better: an actual copy of the book. At the same time, we encourage you to create your own visualisation using our cover template generator. This way, the client can prepare a soft proof on their own – if they need an additional visualisation.

Does a laminated cover count toward the pool of 3 free samples?

A laminated cover sample is available for free. The client pays only the shipping costs. Single, unbound block pages (laid out loose) are also available for free if the order concerns standard (electrophotographic) printing. In the case of inkjet technology, as a digital printing house, we produce a full proof copy.