Identify where fonts are used
Review the authoring document and intended output for text that relies on installed fonts. A document that opens with substituted type may change line breaks, character coverage and spacing even if the wording appears present. Record the source application, actual file version and any reported missing fonts. Do not assume that another workstation has the same family and style because its preview looks superficially similar.
Resolve missing information in the source
Ask the designer to identify the intended font and its permitted use. If substitution is proposed, treat it as a visual and content review issue because the geometry may change. Check multilingual characters and any specialised symbols relevant to the campaign. Do not obtain or share font files through an unauthorised route. The chosen workflow should respect the actual licence and the selected provider’s requirements.
Check the exported artifact
The source application and exported PDF can have different font states. Use the appropriate actual preflight route to inspect the output and record findings. Adobe’s print PDF guidance identifies font availability among preparation checks, while process-specific acceptance belongs with the provider. A browser image preview generally cannot establish font embedding or every substitution condition. Report only the checks that were performed for the named file.
Worked example — fictional
A fictional bilingual poster opens on a colleague’s device using a substitute font. The new line breaks move a date outside its intended region. The designer restores an authorised font or proposes a reviewed replacement, then exports proof version 4. The content reviewer checks characters and wording, the visual reviewer checks the changed arrangement and the provider reviews the actual production PDF. The old version remains historical. The task is resolved by evidence about the files, not a checkbox declaring that the font name looks familiar.
Common pitfalls
Converting text to outlines can alter editability and still needs the agreed workflow; it should not be an automatic cure performed silently. A font family can contain several styles whose availability differs. Missing glyphs may only appear in one local language variant. Do not confuse a valid licence for design work with a blanket right to distribute the font itself to every external collaborator.
Release a clear font-check record
Ask the selected provider which file format and font handling they accept. Retain the actual findings and source version with the job pack. If a correction changes geometry, reopen affected artwork review. Use the readiness checklist to organise actions while recognising its limits. Technical acceptance applies to the supplied artifact and scope, not to every future file created with the same named typeface. Retain the actual font-related finding and its location in the file. This lets another operator distinguish a resolved substitution from a different missing character in a later language version.
Take this to the next job
- Record actual missing-font findings
- Confirm intended font and permitted use
- Check character coverage and geometry
- Inspect the exported output appropriately
- Review substitutions as changes
