How to Order Promotional Products: MOQ, Proofs, Lead Times and Delivery Explained

To order promotional products, follow seven steps: define the purpose, quantity and deadline. Shortlist products. Request a quote, which confirms the price, minimum order quantity (MOQ), branding method and delivery date. Supply vector artwork. Approve a digital proof. Production follows. Finally, check the delivery. Most delays come from missing artwork or late proof approval, not from production.

Key takeaways

• MOQ (minimum order quantity) is the smallest quantity a supplier will produce for one order. For branded products it depends on the product and the branding method, because setup work is spread across the units.
• Prepare three things before you ask for a quote: the number of units, the date you need them, and your logo as a vector file with colour references.
• Never let production start without a signed-off proof. Check spelling, colours, size and position on the proof, not on the finished goods.
• Business buyers are covered by the Australian Consumer Law's consumer guarantees for purchases of $100,000 or less, according to the ACCC.

The seven steps to ordering promotional products

The table shows each step, what you need to prepare, and the most common problem at that step. Use it as a checklist for your next order.

Step	What happens	What you prepare	Common problem
1. Brief	You decide why you need the products, who receives them and when	Purpose, audience, quantity range, in-hands date, delivery address(es), budget range	Starting with a product instead of a purpose
2. Shortlist	You choose two or three product options	Preferred colours, size limits, any materials to avoid	Choosing a product whose branding area is too small for the logo
3. Quote	The supplier confirms price, MOQ, branding method, number of positions and delivery date	Quantities to price (ask for two or three), branding positions you want	Comparing quotes with different branding methods or positions as if they were the same
4. Artwork	You send logo files	Vector file (AI, EPS, SVG or vector PDF), fonts converted to outlines, Pantone references if colour matters	Sending a low-resolution JPG taken from a website
5. Proof	The supplier sends a digital mock-up of each branding position	A person with authority to approve, who checks every detail	Late approval, which pushes the delivery date
6. Production	Branding is applied and goods are packed	Nothing, unless you ordered samples or a pre-production check	Changing artwork after approval
7. Delivery and check	Goods arrive at your address	Someone to receive, count and inspect the goods	Finding a problem the day before the event

At Ethergifts, the MOQ and the delivery date are confirmed with the quotation. Every branding position gets a digital proof, and nothing is produced until you sign it off. Delivery is available Australia-wide.

Step 1: Write a short brief

A brief can be five lines. It saves more time than anything else in the process.

• Purpose: event giveaway, staff gift, client gift, uniform add-on, retail merchandise.
• Audience: who receives it, and what they would actually use.
• Quantity: a range is fine, such as 200 to 300.
• In-hands date: the date you need the goods, not the event date. Leave a few days for checking and packing.
• Delivery: one address, several sites, or individual home addresses.

If you need ideas for products, our promotional products guide for Australia covers the main categories, and cheap promotional products covers low-cost options.

Step 2 and 3: Shortlist and request a quote

A useful quote request names the product, colour, quantity, logo and positions. Ask for prices at two or three quantities, such as 100, 250 and 500, because the unit price often drops in steps. Ask the supplier to recommend a branding method and explain why. The right method depends on the material and artwork. Screen printing suits one- or two-colour logos on flat surfaces. Laser engraving suits metal and wood. Digital UV printing suits full-colour logos on many hard surfaces. Our guide on choosing a branding method covers the options in more detail.

What does MOQ mean for promotional products?

MOQ stands for minimum order quantity. Oracle NetSuite defines it as "the fewest number of units a business is willing to sell to a single customer in one transaction". Suppliers set MOQs to cover fixed costs such as setup, production and packaging. They can be set as a unit count or as a dollar amount (Oracle NetSuite, minimum order quantity).

For branded products, the MOQ usually depends on:

• The product. Items made to order, such as a custom-colour bag, typically need larger runs than stocked items branded locally.
• The branding method. Methods with a physical setup, such as a screen per colour or a die for debossing or foil stamping, spread that setup cost across the units. Digital methods have less setup per job.
• The number of colours and positions. Each extra colour or position can add setup work.
• Variations. Splitting one order into several product colours or artwork versions can affect the MOQ for each.

Worked example: why unit price falls as quantity rises

The figures below are hypothetical and only show how the calculation works. They are not Ethergifts prices.

Unit cost = product cost per unit + branding cost per unit + (setup cost ÷ quantity)

Quantity	Product + branding per unit	Setup cost shared	Setup per unit	Unit cost
100	$4.00	$150	$1.50	$5.50
250	$4.00	$150	$0.60	$4.60
500	$4.00	$150	$0.30	$4.30

In real quotes the product cost per unit may also fall at higher quantities. The pattern is the same: fixed setup costs matter most on small orders. That is why a two-colour logo printed in one colour can cost noticeably less on a short run.

Step 4: Prepare your artwork

Vector artwork is the single biggest factor in a smooth order. A vector file stores the logo as shapes rather than pixels, so it can be scaled to any size without blurring. Send:

• The logo as AI, EPS, SVG or vector PDF.
• Fonts converted to outlines, so the text displays correctly on any computer.
• Colour references: Pantone numbers for spot colours, and any brand guideline rules on clear space and minimum size.
• A one-colour version of the logo (all black or all white). Many branding methods, such as engraving, debossing and single-colour screen printing, can only reproduce one colour.

Our article what artwork files you need before printing a logo covers file types, line thickness and common artwork problems.

Step 5: How to check a proof

A proof is a digital mock-up showing your logo on the product: position, size and colour. Approving it confirms that what you see is what will be produced. Check every item on this list before you sign:

1. Spelling of every word, including web addresses and taglines.
2. Logo version: current logo, not last year's.
3. Colours: Pantone references match your brand. Remember that a screen shows colours differently from print.
4. Size and position on each branding area, including the back or second side if ordered.
5. Product colour and any variants.
6. Quantity per variant, if the order is split.
7. Personalised text: check the longest name in the list on the proof.

Get the right person to approve. If your marketing team owns the brand, they should see the proof before procurement signs it off.

Step 6 and 7: Production, delivery and checking the goods

Lead time depends on the product, branding method, quantity and time of year, so ask for a confirmed delivery date with your quote and work backwards from your in-hands date. Allow extra time in the months before Christmas, when demand peaks. When the goods arrive:

• Count the cartons against the delivery note.
• Open a sample from several cartons and check them against the approved proof.
• Report any problem quickly, with photos and the carton labels.

For packaging and delivery to several addresses, see how to ship corporate gifts across Australia.

Your rights and the paperwork

Consumer guarantees. The ACCC says consumer guarantees protect anyone who buys goods or services costing $100,000 or less (for purchases from 1 July 2021), including businesses. Goods bought to resell or to use up in production are excluded (ACCC). Keep your quote, the approved proof and the specifications as your record of what was agreed.

Tax invoices. If your business claims GST credits, you need a valid tax invoice for purchases over $82.50 including GST. The ATO lists what it must show, including the seller's identity and ABN, the date, a description, quantity and price of the items, and the GST amount. For sales of $1,000 or more, it must also show the buyer's identity or ABN (ATO, tax invoices).

Before committing to a new supplier, our corporate gift supplier checklist lists 12 questions to ask.

Glossary of promotional product terms

Term	Plain-English meaning
MOQ (minimum order quantity)	The smallest number of units the supplier will produce for one order of that product and branding method.
PMS / Pantone	The Pantone Matching System, a numbered colour reference used to match spot colours across printers and materials. Pantone also publishes physical standards for plastics, with 1,755 Pantone spot colours as plastic chips (Pantone).
Spot colour	A single, pre-mixed ink colour, often specified by Pantone number, as opposed to colours built from four process inks (CMYK).
CMYK	Cyan, magenta, yellow and black, the four inks used to print full-colour images.
Vector artwork	A logo file made of shapes rather than pixels (AI, EPS, SVG, vector PDF), which scales to any size without losing quality.
Raster artwork	A pixel-based image (JPG, PNG). It blurs when enlarged and usually isn't suitable for most branding methods unless it is high resolution.
Proof	A digital mock-up of the branded product that you approve before production.
Decoration area / print area	The maximum space on a product where a logo can be applied, set by the product shape and branding method.
Branding position	A specific place on the product where a logo goes, such as front, back or lid. Each position is usually quoted and proofed separately.
Setup	One-off preparation for a branding method, such as making a screen for each colour or a die for debossing.
In-hands date	The date you need the goods delivered, usually a few days before the event.
Tone-on-tone	A logo in a shade close to the product colour, for a subtle look. Common with deboss and engraving.

Frequently asked questions

What does MOQ mean?

MOQ stands for minimum order quantity: the smallest number of units a supplier will sell or produce in one order. For promotional products, the MOQ usually depends on the product and the branding method, because setup work such as screens or dies is spread across the units. The supplier should confirm the MOQ with your quote.

What is the MOQ in pricing?

In pricing, the MOQ is the lowest quantity at which a quoted unit price applies. Many suppliers quote a series of price breaks above the MOQ. The unit price falls as quantity rises because fixed setup costs are shared across more units. Ask for prices at two or three quantities so you can see where the breaks fall before you decide.

Where can I order promotional items in Australia?

You can order through promotional product suppliers that handle sourcing, branding and delivery. Look for a supplier that confirms the MOQ and delivery date in writing with the quote, sends a digital proof of every branding position, and delivers to your location. Ethergifts supplies branded products Australia-wide from a catalogue of more than 1,100 items.

What artwork do I need to order promotional products?

Supply your logo as a vector file (AI, EPS, SVG or vector PDF) with fonts converted to outlines, plus Pantone references if exact colour matters. Include a one-colour version for methods such as engraving or debossing. A low-resolution JPG copied from a website usually can't be used without being redrawn, which adds time.

How long does it take to order promotional products?

The time depends on the product, branding method, quantity and season, so ask for a confirmed delivery date with your quote. The steps you control, sending vector artwork promptly and approving the proof quickly, often make the biggest difference. Allow extra time before Christmas, and leave a few days between delivery and your event to check the goods.

Ready to start an order? Send us your quantity, in-hands date and logo, and we will confirm the MOQ, branding method and delivery date with a free quote, then send a digital proof before anything is produced. Request a free quote or ask for a product catalogue.