How to Brief a Promotional Products Supplier

A clear brief gets you a faster quote, a more accurate proof and fewer back-and-forth emails before the order goes into production. Most delays in branded merchandise orders come from incomplete information at the briefing stage, not from the supplier.   This guide covers what a supplier needs from you, when they need it and what happens if something is missing.

What a supplier needs to give you an accurate quote

Before a supplier can quote accurately, they need five things:   The product or product type - a specific item (branded tote bag, Parker Jotter pen) or a category (drinkware, notebooks). The more specific, the more accurate the quote. The quantity - even an estimate helps. Pricing is quantity-dependent, so "around 200" is more useful than "not sure yet". Your logo or artwork - a vector file (AI, EPS or PDF) is ideal. A high-resolution JPEG or PNG works for an initial quote but may need to be redrawn for production. Your deadline - the date you need the items delivered, not the date of the event. Allow for proof approval and any revisions. The delivery address - including whether it is an office, a venue or a residential address, as this can affect logistics. With those five things, a good supplier can turn around a quote and an initial proof quickly. Without them, the process slows down while the supplier chases the gaps.

What to include in your artwork brief

If your logo is going on a product, the supplier needs more than just the file. Tell them:   Which logo version to use - full colour, reversed out, single colour, stacked or horizontal Your brand colours - Pantone references if you have them. Hex codes as a starting point if not. Any text to include alongside the logo - a URL, a strapline, a department name What you do not want - if there is a version of your logo that should not be used, say so upfront   If you do not have a vector file, say that in the brief. A reputable supplier will tell you whether the resolution of what you have is sufficient, or whether the artwork needs to be redrawn before production. At Hotline, we do this as part of the proofing process.

What causes delays, and how to avoid them

Most order delays come from one of four things: Artwork sent too late - Send the artwork file at the same time as the brief, not after the quote is confirmed. Proof approval taking too long - Nominate one person to approve proofs and tell the supplier who that is upfront. Brief changes after proof approval - Agree the brief internally before you send it. Changes after approval can restart the production clock. Unrealistic deadlines - Tell the supplier your real deadline, not a buffer date. They will tell you whether it is achievable.

What to expect after you send the brief

At Hotline, this is what happens once we receive a brief:  

• You'll receive a free digital proof within 20 minutes of sending your artwork
• The proof shows the logo placement, size and branding method on the product
• You review and either approve or request changes
• Once approved, the order goes into production the same day
• Delivery follows the lead time confirmed at the quoting stage   Nothing goes to print until you have approved the proof. That is your last chance to make changes at no cost, so it is worth taking a few minutes to check the details carefully.