Custom-branded corporate gifts can help businesses present a consistent brand identity while recognising clients, employees, and business partners. However, before a supplier can apply a logo or other branding to a product, the artwork needs to be prepared correctly.
Sending the wrong file format, a low-resolution image, or an outdated logo can lead to extra revisions and delays during the ordering process. Preparing your artwork in advance helps your team communicate its requirements clearly and review the proposed design before production begins.
Whether you're ordering branded kitchen knives, kitchenware, or other corporate gifts, here is how to prepare your artwork files for a smoother ordering process.
1. Find the Correct Version of Your Logo
Start by locating the approved version of your company logo.
Businesses sometimes have several logo variations, including full-colour designs, monochrome versions, horizontal layouts, and simplified symbols. Not every version will be suitable for every product or branding method.
Before sending your artwork, confirm that you're using the correct logo for the intended application.
Check the following:
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Is this the current, approved company logo?
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Does the design follow your brand guidelines?
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Is the logo suitable for the available branding area?
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Are there any minimum-size or spacing requirements?
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Has the marketing or brand team approved the file?
Using an approved logo helps maintain consistency across your corporate gifts, website, marketing materials, and other branded assets.
If you're unsure which version to provide, ask the supplier what would work best for the selected product.
2. Choose a Suitable Artwork File Format
File format is an important consideration when preparing artwork for custom-branded gifts. Different formats store images in different ways, which can affect how easily a supplier can work with the design.
Vector files
Vector artwork uses paths and shapes rather than a fixed grid of pixels. This generally allows the artwork to be resized without the same loss of sharpness associated with enlarging a small raster image.
Common vector formats include:
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AI: Adobe Illustrator artwork.
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EPS: A format often used for vector graphics and print production.
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PDF: A document format that can preserve vector artwork, depending on how the file was created and exported.
These formats are often useful when suppliers need clean logo artwork for production.
However, not every PDF contains editable vector artwork. A PDF may simply contain an embedded image, so the file extension alone does not guarantee that the logo is suitable.
Raster files
Raster images are made up of pixels. Common formats include PNG, JPEG, and TIFF.
A high-resolution raster image may be suitable for some applications, but a small image taken from a website or screenshot may become blurry when enlarged.
For this reason, avoid assuming that any image of your logo will be suitable for custom branding.
Practical tip: Chef Supply Co's corporate gifting information recommends providing a high-resolution black-and-white logo, with vector formats such as AI, EPS, or PDF preferred. Confirm the exact requirements for your selected product before submitting the final artwork.
3. Check Image Quality and Resolution
If you need to use a raster image, check its dimensions and quality before sending it to the supplier.
An image that looks clear on a phone screen may not be suitable for production. This is particularly important when the artwork needs to be resized or applied to a small branding area.
Before submitting the file:
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Use the original artwork rather than a screenshot.
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Avoid enlarging a small, low-quality logo.
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Check that the edges and text look clear.
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Remove unnecessary backgrounds if the application requires it.
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Ask the supplier whether the image meets its requirements.
Keep in mind that resolution requirements vary according to the production method and final artwork size. Rather than relying on one resolution guideline for every project, confirm the supplier's specifications before proceeding.
4. Prepare the Logo for the Intended Branding Method
The same logo may need different preparation depending on how it will be applied to a gift.
For example, a design intended for engraving may need to be simplified compared with artwork used for a full-colour printed item. Very small text, intricate patterns, and fine details may not reproduce as expected on every surface.
When preparing artwork for custom-branded kitchen knives or other kitchenware, consider:
Colour and contrast
Ask whether the supplier requires a monochrome version or can accommodate colour artwork. For engraving, a high-contrast black-and-white logo may be more appropriate than a full-colour file.
Fine details
Review small text, narrow lines, and intricate symbols. These details may need adjustment if the available branding area is limited.
Placement and size
Consider where the logo will appear and how large it can be. The available branding area depends on the product and production method.
File preparation
Avoid making assumptions about technical requirements. Confirm whether the supplier needs outlined fonts, transparent backgrounds, specific dimensions, or another file setup.
The supplier should confirm whether the submitted artwork is suitable for the selected product and branding method before production begins.
5. Organise Your Artwork and Branding Instructions
A well-prepared artwork file is only part of the process. Clear instructions help the supplier understand how you want the final gift to look.
When requesting a quote or preparing a bulk order, organise the relevant information in one place.
Your artwork submission may include:
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The approved logo file.
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The preferred logo variation.
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Any relevant brand guidelines.
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The requested branding placement, if known.
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The intended product or product reference.
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Notes about colour, size, or other design preferences.
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A contact person who can approve artwork questions.
For multiple products or locations, use clear file names and identify which artwork belongs to each item. This reduces the risk of an outdated or incorrect logo being used.
If your company has strict brand guidelines, share the relevant instructions with the supplier before approving a design.
6. Review the Artwork Proof Before Approval
Before custom-branded gifts move into production, the supplier may provide an artwork proof or mockup for review.
Treat this as an important checkpoint rather than a formality. Once production begins, correcting an approved design may be more difficult and could involve additional costs or time.
Review the proof carefully for:
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Logo accuracy: Is the correct logo being used?
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Spelling: Are all names, words, and other text correct?
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Placement: Is the logo positioned as intended?
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Proportions: Does the artwork appear balanced and appropriately sized?
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Colour or finish: Does the proposed treatment match the agreed requirements?
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Product details: Does the proof correspond to the product you intend to order?
If something needs to change, provide clear feedback and request an updated proof. Keep written confirmation of the final approved version.
Remember that a digital mockup may not perfectly represent the finished product. Ask the supplier to explain any limitations or differences you should expect.
7. Confirm the Final Artwork Requirements With Your Supplier
Even if your team has prepared artwork for other projects, don't assume every supplier or product uses the same specifications.
Requirements can vary by product, branding method, production equipment, and available space.
Before placing a bulk order, confirm:
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Which file formats are accepted.
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Whether the logo needs to be monochrome or supplied in another version.
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Whether the artwork requires additional preparation.
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What customisation methods are available.
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Whether an artwork proof will be provided.
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When the artwork must be approved.
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Whether any revisions or special preparation may affect the order timeline or cost.
These questions help your team understand the process before committing to the order.
For current requirements and available customisation options, consult the supplier directly. Chef Supply Co's Corporate Gifts page provides information about its corporate gifting offering and artwork preparation expectations.
Common Artwork Preparation Mistakes to Avoid
A few preventable mistakes can make the customisation process more complicated than necessary.
Sending a logo copied from a website: The image may be too small or unsuitable for production. Request the original approved artwork from your brand or marketing team.
Using an outdated logo: Check the latest brand assets before submitting the file.
Assuming every PDF is a vector file: Confirm that the artwork is suitable for the intended application.
Ignoring small details: Fine lines and small text may not reproduce clearly on every product.
Providing unclear instructions: Identify the correct file and explain any relevant branding preferences.
Approving a proof without checking it: Review the complete design and request corrections before giving final approval.
Waiting until the last minute: Allow time for file checks, artwork revisions, and the supplier's production process.
Addressing these issues early can make it easier to manage corporate gifting orders, particularly when several products or recipients are involved.
Prepare Your Artwork for a More Efficient Corporate Gifting Order
Preparing artwork files correctly helps businesses communicate their branding requirements and reduces avoidable confusion during the ordering process.
Start with the approved logo, choose a suitable file format, check image quality, and provide clear instructions for the intended product. Before production begins, review the supplier's proof and confirm that the design meets your requirements.
These steps are especially useful for bulk corporate gifting programmes, where consistent branding and careful approval matter across multiple items.
If you're planning a custom-branded gifting campaign, explore the Chef Supply Co Corporate Gifts page to review its offering and discuss the artwork requirements for your chosen products.
A well-prepared logo and a carefully reviewed proof can help set your corporate gifting project up for success.
