How to plan corporate gifting: budget, quantities and timelines

Corporate gifting goes wrong in predictable ways: the budget is set too late, the headcount changes after printing, the logo file is a blurry JPEG, and the gifts arrive the day after the event. This guide is the checklist we wish every buyer had before their first call with us.

1. Start with the budget per person, not the product

Decide what you can spend per recipient, including branding and packaging. It narrows hundreds of options to a handful and keeps the conversation fast. A useful way to frame it:

• Teams and large groups: something used daily: bottles, tumblers, desk tech, notebooks.
• Leaders and key clients: fewer, better pieces: an engraved flask and pen, a curated set in a presentation box, travel gear from a known brand.
• Events and giveaways: lighter items in larger numbers: cubes, cables, T-shirts, pouches.

2. Confirm the headcount, then add a buffer

Most branded items have a minimum order of around 50 units; premium pieces can sometimes go lower. Order a small buffer above your headcount for new joiners, damages and last-minute additions. Reprinting five pieces later costs far more per unit than adding them to the original run.

3. Choose gifts that stay out

The best gift is one that is still on the desk six months later. Ask of every option: will they use this weekly? Insulated bottles, tumblers, wireless chargers, good notebooks and backpacks pass that test. Novelty items usually don’t.

4. Get your artwork ready

Send the best logo file you have, ideally vector (AI, EPS, SVG or PDF). If you only have a JPEG or PNG, send the largest one. Tell us your brand colours if you have them. Our artwork guide explains why it matters.

5. Approve a mock-up, always

Before printing, you should see your logo placed on the actual product, at the actual size. Check spelling (especially personalised names), colours and position. This is the cheapest moment to change anything.

6. Work backwards from the date

Standard orders are usually completed in 1 to 2 business days once artwork is approved. Add time for:

• Sourcing branded products in large quantities,
• Personalisation: a different name on every piece,
• Kitting: assembling several items into boxes,
• Delivery: especially to other cities or several offices.

For festive gifting (Diwali in particular), demand peaks, so lock your order early. See our Diwali corporate gifts page for a timeline.

7. Plan delivery

Tell your supplier early whether gifts go to one office, several offices, or individual homes. Each changes packing and timelines. Ask for delivery confirmation so you know everyone received theirs.

The one-page brief

Send this and you’ll get a useful first reply:

1. Occasion and date gifts are needed by
2. Number of recipients (and who they are)
3. Budget per person
4. Products you like (or ones to avoid)
5. Logo files and brand colours
6. Delivery locations

You can send it through our quote form, or WhatsApp it to us.