Before approving a branded gift, check three things together: the exact product, the decoration specification and the final artwork version. A convincing mock-up is not enough. It may show the idea without confirming the real logo size, position, colour or production method.
This guide takes you from approved brand assets to a recorded production release. It covers branding on the gift itself; for box layouts and packaging production, use our custom printed gift-box guide.
Get the product specification before designing
Ask for the artwork requirements for the exact product code, colour and finish you intend to order. A similar-looking bottle or notebook is not a reliable substitute. Record the decoration position, usable area in millimetres, orientation, proposed method and any restrictions around seams, curves, clips or lids.
Request minimum text and line sizes, accepted file formats and the relevant colour instructions from the supplier. There is no useful universal minimum for all printing, engraving and embroidery. If the artwork cannot meet the specification, simplify it, select another approved logo version or reconsider the product before the design is signed off.
Send a small, controlled brand pack
- The current vector logo, plus approved reversed and single-colour versions where available.
- Brand colour references and rules for clear space and minimum size.
- The approved message, spelling, language and any campaign date.
- The supplier’s product-specific template and export requirements.
- One contact authorised to combine feedback and approve the final version.
Do not ask the printer to choose between several files labelled “final”. Keep editable originals internally and issue one clearly identified production version, accompanied by a reference PDF. Follow the supplier’s instructions for fonts, linked images, transparency and colour settings; a PDF preview alone does not establish that the production file is usable.
Check permission for partner logos and licensed creative assets before handover. Your Europe’s trade mark guidance explains that registered marks confer exclusive rights and can be licensed. Possessing a logo file is not the same as confirming permission for your proposed use. Ask the rights holder or a specialist when the scope is unclear; this is general information, not legal advice.
Ask what the chosen method can actually deliver
Printing, engraving, embroidery and embossing are different treatments, not interchangeable ways to reproduce every detail. Get the method confirmed for the specific material and finish. Use these questions rather than selecting a process from its name alone:
| What matters? | Question for the supplier |
|---|---|
| Fine detail | Which lines, gaps or letters need simplifying at the final size? |
| Colour | Is the result a printed colour, thread colour, foil or exposed material? Which reference governs approval? |
| Surface | Will texture, curvature or the base colour affect the mark? |
| Use | What care instructions and durability limitations apply to the decorated item? |
| Consistency | Which position and colour variations are acceptable, and how will they be checked? |
A discreet mark may work better than filling the whole permitted area. Check how the item looks in use, not just facing the camera. If the logo has to become too small to read, move the fuller message to a card or packaging rather than forcing it onto the object.
Know what each proof confirms
A layout proof should identify the product, decoration position, dimensions, artwork revision and colour references. Use it to verify measurable details and text.
A product mock-up helps people understand the intended appearance. Unless explicitly agreed otherwise, do not treat it as evidence of physical colour, texture or durability.
A physical sample can answer different questions, but first confirm what it represents: an undecorated product, a method demonstration or the proposed final item. Agree availability, cost and timing before making it part of the approval plan. Custom-branded packaging samples are not a routine option at Coral & Clay; an exceptional paid sample for a sufficiently large prospective order needs project-specific written confirmation.
Colour needs its own agreement. Adobe’s colour-management guidance describes how output profiles and printing conditions affect printed results. For your gift, ask which colour reference and production limitations apply to the actual material. A familiar colour on a laptop screen is not an agreed physical acceptance standard.
Review the proof in two passes
First check the facts: product code, variant, quantity, decoration side, text, dates, language and revision number. Then check the design: measured size, position, orientation, contrast and clear space. View the artwork at its intended physical size rather than only zoomed in.
For names or other variable text, check the longest entry, short entries and accented characters against an approved data preview. Agree what happens when a value is missing; do not let production staff guess. Keep required product markings and instructions outside the decoration area, and ask the supplier to identify any restricted zones.
Illustrative correction: a notebook proof shows a 45 mm-wide logo close to the elastic closure. “Make it subtler” leaves several interpretations. A usable correction would be: “On revision 03, reduce the logo to 32 mm wide and centre it within the supplier-confirmed decoration area, clear of the closure. Retain the approved single-colour logo. Return revision 04 with dimensions for approval.” These example measurements are not production specifications.
Release one version, with no unresolved comments
One coordinator should resolve conflicting feedback internally. If a proof still needs a change, request a revised proof rather than writing “approved, except…”. Use an approval record containing:
- Project and purchase-order reference, where applicable.
- Exact product, variant and approved quantity.
- Final proof filename, revision and approval date.
- Decoration method, positions, measurements and colour references.
- Any agreed physical reference and acceptance limitations.
- Name of the approver and explicit permission to proceed.
For example: “Approved for production: notebook variant A, proof revision 04, dated 20 October 2026, front decoration only, as specified in the attached final proof.” Add the actual quantity and agreed specifications. Preserve the files with the approval and confirm that the supplier is using that same revision.
A later product, colour or artwork change should trigger a check of cost, timing and whether renewed approval is needed. When the order arrives, compare the decoration with the retained reference before distribution. Record discrepancies clearly instead of letting each packer decide what is acceptable.
Bring the brand and gift together
We combine selected products, appropriate branding, cards and presentation within a curated corporate-gifting project. Share your approved assets, proposed quantities and required date to request a branded-gift proposal. We’ll confirm the feasible decoration approach and approval steps for the specific brief.
