Guide to Annual Report Printing
Before requesting a quote, work through these questions.
How many annual reports do you need?
Estimate the number of printed copies required for board members, employees, customers, stakeholders, investors, events, government departments and your organisation's records.
Avoid automatically reprinting the same quantity as last year. If more people now access your annual report digitally, you may be able to reduce your print run.
How will people receive the report?
Consider how many copies will be posted, delivered by hand, distributed at meetings or events, or supplied digitally.
This matters because the final size and weight of your annual report can affect envelopes, packaging, freight and postage costs.
Planning distribution early can therefore influence some of your printing decisions.
What size and format should your annual report be?
A4 remains a popular choice for corporate and financial reports, but it isn't your only option.
The finished size, orientation and page count can influence paper use, production costs, binding and postage.
Your printer can help you compare options and find a format that balances readability, presentation and budget.
Is your artwork print-ready?
If a designer or agency is preparing your annual report, confirm that they will provide a print-ready PDF with the correct specifications.
If you need assistance, talk to your printer early.
Flagstaff Print, Mail and Digital can assist with design consultation, layout, artwork checks and final file preparation before printing begins.
What should the report feel like?
Paper has a surprisingly large impact on how an annual report feels in someone's hands.
Think about paper weight, colour, texture, recycled content and environmental credentials.
A premium stock can create a distinctive presentation, while a lighter paper may reduce the weight of larger reports and potentially lower mailing costs.
Your choice should reflect your brand, your audience and how the report will be distributed.
Which binding is best for an annual report?
There is no single binding method that suits every annual report.
Saddle stitching works particularly well for smaller publications and creates a clean, professional booklet.
Perfect binding provides a square spine and is suited to larger reports where you want a more substantial, book-like finish.
Wire binding allows pages to sit flat when open and can be useful for reports that readers need to regularly reference. For more on bindings read this article.
Page count, paper stock and how the document will be used will help determine the most suitable option.
Your printer can recommend the best binding method once the final specifications are known.
Should you add a special finish?
The cover is often the first thing someone notices.
Matt or gloss finishes can improve durability and change the overall appearance of the report. Depending on the project, other finishing options may also help important elements of the design stand out.
But more finishing doesn't automatically mean a better annual report.
Ask whether a particular finish genuinely adds value to the presentation or simply adds unnecessary cost.
Don't forget annual report accessibility
Accessibility should be considered during the design process rather than added as an afterthought.
Use clear headings, readable typography, good colour contrast and a logical document structure. Images and charts should include meaningful descriptions in the digital version so people using assistive technologies can understand the information being presented.
A properly structured accessible digital version can complement your printed annual report.
For organisations that need to provide information in additional accessible formats, Flagstaff Print, Mail and Digital can also provide professional Braille transcription and printing.
Build proofing and approval time into your schedule
Annual reports often contain information that needs several levels of approval.
Financial figures may need checking. Executives or board members may need to approve content. Designers may need to make final corrections. Mailing data may also need to be reviewed.
Allow enough time for these steps before production begins.
Once thousands of copies have been printed, fixing a small error becomes a very expensive exercise.
Confirm who has final approval authority early in the project and establish a clear deadline for signing off on the final proof.
Make sure your annual report printing quote covers the whole job
When comparing annual report printing quotes, make sure you are comparing like with like.
The cheapest printing price may not necessarily represent the lowest overall project cost.
Check whether your quote includes the services you actually need, including artwork preparation, printing, binding, finishing, packing, mailing, postage and delivery.
Using one supplier to manage several stages of the project can also reduce administration and the number of handovers your team needs to coordinate.
Can your annual reports be printed, packed and mailed by one supplier?
Yes.
Flagstaff Print, Mail and Digital can manage annual report production from printing and finishing through to packing, mailing and distribution.
For organisations sending reports to customers, members, stakeholders or other large databases, combining printing and mail fulfilment can significantly simplify the project.
Instead of coordinating separate printers, mailing houses and distribution providers, one team can manage the process through to delivery.
Annual report printing with social impact
There is another opportunity worth considering when selecting your printer: the social value created by your procurement decisions.
Flagstaff Print, Mail and Digital is part of The Flagstaff Group, a social enterprise creating meaningful employment opportunities for people with disability.
That means your organisation can receive professional commercial printing, mailing and fulfilment services while also contributing to positive social impact through its purchasing.
For government agencies, corporations and organisations with social procurement objectives, annual report printing is a practical way to turn an essential business purchase into measurable social value.
Frequently asked questions
How much does it cost to print an annual report?
Annual report printing costs depend on the number of copies, page count, finished size, paper stock, colour, binding, finishing, packing and delivery requirements.
Providing these specifications when requesting a quote helps your printer calculate an accurate price and recommend opportunities to reduce costs.
How long does annual report printing take?
Production times vary depending on the size and complexity of the report, print quantity, artwork readiness, binding, finishing and mailing requirements.
Contact your printer early and allow time for quoting, proofing, internal approvals, production and delivery.
What files should I supply to my printer?
A print-ready PDF is generally the preferred format.
Your account manager or printer can confirm specifications such as bleed, colour settings, image resolution and other artwork requirements before the file is submitted for production.
Is there a minimum quantity for annual report printing?
Minimum quantities vary depending on the printing method and specifications.
Digital printing can be particularly useful for shorter runs, while other production methods may become more cost-effective for larger quantities.
Ask your printer to compare options so you don't print more copies than you actually need.
What paper is best for an annual report?
The best paper depends on your brand, page count, budget, sustainability objectives and distribution method.
Premium or recycled stocks can provide a distinctive finish, while lighter stocks can help reduce the weight of larger reports being mailed.
Can an annual report be made accessible?
Yes.
Accessible annual reports should use clear headings, readable fonts, strong colour contrast, meaningful image descriptions and a logical reading order.
A properly structured digital version should also be available for people using assistive technology.
Flagstaff can also provide Braille versions where required.
Can you mail our annual reports for us?
Yes.
Flagstaff Print, Mail and Digital can print, finish, pack and mail annual reports to your stakeholder database, helping reduce the number of suppliers your organisation needs to coordinate.
Ready to make your annual report easier?
If your organisation is preparing its next annual report, getting your printer involved early can make the entire process easier.
Send the Flagstaff Print, Mail and Digital team your expected quantity, approximate page count, preferred size, binding requirements, delivery locations and deadline.
We can help you work through the options and develop an annual report printing solution that looks professional, works within your budget and is accessible to your audience.
Talk to Flagstaff Print, Mail and Digital about your annual report printing requirements.
Email sales@flagstaffgroup.com.au or contact our team for a quote.