What to Include in a Branded Gift Brief

A gift brief should describe what arrives in the recipient’s hands. Use the same details for product, branding and packing quotes. A mood board helps, but it cannot tell us how many finished kits you need or where they must arrive. Start with the recipient, then describe the complete packed gift. You can leave open decisions clearly marked for discussion.

Define the occasion and the spending limit

Explain who receives the gift and what happens next. A customer parcel insert needs different protection from a welcome box handed to a new colleague. Include the recipient country, distribution method and any restrictions on size or materials. Give a budget per finished gift, with currency, and say whether that figure includes branding, assembly and delivery.

Gift Index Studio projects start from 100 units. If you need several versions, list each version separately so we can check component quantities and quote the split. A total quantity alone can hide extra artwork, packing or setup work.

Gift Brief Specification Checklist

Specification	Illustrative brief entry
Target Audience	Existing VIP customers; a useful thank-you included with their next parcel.
Unit Quantity & Kitting Split	200 identical kits; 120 to warehouse A and 80 to warehouse B. State any content differences.
Branding Method (Hot-Foil vs. Screen Print)	Gold hot-foil on the card; one-colour screen print on the tote. Confirm suitability by sample.
Personalisation (Real-Ink Pen Plotting Data)	Recipient ID, name, message and language in separate spreadsheet columns; provide example rows.
Incoterms / Door-to-Door Timeline	Manchester, UK; required arrival date 15 June 2027. Confirm the named trade term, taxes and approval milestones.

Specify the finish that the buyer will approve

Send vector logo artwork, intended print dimensions and a placement reference for each branded surface. Identify the material beneath the logo, such as cotton paper, a textile pouch or a rigid box. Ask the studio to confirm the proposed process on that material. A digital layout records position; a physical sample shows the actual finish and fit.

Prepare card data before sampling

For real-ink personalised cards, include the longest name and message you expect, plus any accented characters. Our pen-plotting service writes onto 300-400gsm cotton paper. The sample should confirm paper, ink, spacing and the writing area together. Use one row per recipient and keep names, messages and delivery groups in separate columns.

Approve a final data file before production and identify who can authorise corrections. A late spelling change can affect both the card and the kit it belongs to.

Separate the delivery deadline from production

Provide the full destination and required arrival date, rather than an event date alone. Ask for sample approval, production, inspection, collection and freight milestones. For international orders, record the Incoterm and named place, together with who handles customs clearance and duties. ICC’s explanation of delivery points is a useful reference when agreeing those responsibilities.

Make the approved sample the production reference

Request an itemised proposal covering the contents, branded finishes, packaging, assembly and delivery scope. Keep a dated sample approval and record any changes. Our Yiwu studio carries out 100% piece-by-piece inspection and assembles the agreed kits against that reference. Confirm how exceptions will be reported before the order moves into packing.

Send your gift brief to the studio ↗ with the table completed and a few product or packaging references.