Personalised printing is a broad term for printed pieces that contain information selected for a particular person, branch, group or transaction. Variable Data Printing (VDP) is the automated process used to merge a master design with a structured data file so that each printed record can be different.

The exact fields depend on the product, available print area and approved data structure.

Availability depends on the selected product, material, print process, finishing and data complexity. Contact Image Magic before preparing a large database or final artwork.

Well-planned personalisation can make printed communication more relevant and easier to act on. It can also reduce manual preparation when many versions are required.

• Address the recipient or group directly.
• Match the message, language, branch or offer to approved data.
• Create many controlled versions from one master template.
• Use unique codes to support registration, redemption or response tracking.
• Print only the records required for the approved list.
• Sort or pack records by branch, class, team, session or delivery group.
• Support repeat campaigns by using a consistent data and template structure.

Excel or CSV is normally suitable. Use one row for each printed record and one column for each variable field.

Data preparation checklist

• Use a unique record ID for every row.
• Keep one field per column and do not merge cells.
• Convert formulas to final values before submission.
• Format postcodes, member numbers and leading-zero fields as text.
• Use one consistent date format and language code.
• Remove accidental duplicates, hidden rows and unused columns.
• State how blank or missing fields should be handled.
• Match image filenames exactly to the relevant record ID or image column.
• Provide the final record count and any required sorting sequence.
• Keep a secure backup of the final approved data.

• Supply the correct finished size, bleed, safe area and orientation.
• Identify fixed content and every variable field clearly.
• Allow enough width and height for the longest expected text.
• Confirm font support for English, Bahasa Malaysia, Chinese and special characters.
• Keep variable text away from trim, fold, binding, eyelets and perforations.
• Use consistent image dimensions or define a crop and fit rule.
• Keep QR codes and barcodes clear of busy backgrounds and maintain a quiet zone.
• State alignment, capitalisation, date, currency and number-formatting rules.
• Provide separate layers or a clear marked-up PDF where practical.

Review the Image Magic artwork and file specifications before submitting the final design.

A VDP proof should demonstrate how the rules behave across different records—not only the shortest or easiest name.

Variable data projects may contain personal or confidential information. The customer must have a lawful purpose and the necessary authority, consent or other legal basis to provide and use the data for printing.

• Provide only the fields needed for the approved print project.
• Do not include passwords, banking credentials, complete payment-card details or unrelated identification data.
• Use an approved secure transfer method for confidential files.
• Password-protect sensitive archives where appropriate and share the password separately.
• Limit access within your organisation to authorised people.
• Do not submit purchased or third-party marketing lists unless you can demonstrate lawful authority and Image Magic has accepted the project.
• Tell Image Magic about special confidentiality, deletion or access requirements before quotation.
• Keep your own secure original and approved data file.

Image Magic will handle personal data according to its Privacy & Personal Data Protection Policy and may involve authorised production or technology providers only where needed to complete the service.

There is no single minimum quantity or fixed VDP surcharge that applies to every product. Some digital products may support very small record counts, while other materials, finishing methods or outsourced processes require a higher minimum.

Production time begins after full payment, final artwork approval, final data approval and confirmation of all specifications. See the Payment Guide and Production & Delivery Schedule.

• VDP cannot correct inaccurate, incomplete or unlawfully obtained data.
• Image Magic does not guarantee campaign response, sales or return on investment.
• A digital proof is not always an exact colour or material proof.
• Variable text can reflow when names, addresses or translations are longer than expected.
• QR codes and barcodes can fail when the supplied value, size, contrast or destination is unsuitable.
• Mailing, postage, distribution and list acquisition are not included unless confirmed in writing.
• Customer-approved spelling, data and codes are not automatically eligible for a free reprint.
• Late changes can affect quantity, price, production time and delivery.

Send the following information so Image Magic can assess the project and prepare an accurate quotation.