Distinguish client requirements from agency assumptions
Record what the client has confirmed, what the agency proposes and what remains undecided. Recipient numbers may be provisional or creative assets may still be developing; the presentation should make that visible. Do not transmit an internal assumption to a supplier as final approval. For audiences across Baghdad, Erbil or several locations, ask about language, sorting and receiving arrangements before selecting packaging that assumes every gift will arrive at the same place.
Define the asset and approval workflow
Collect the approved logo, identity materials and wording, and confirm that their use fits the client’s arrangements for the project. Identify who approves logo placement, messaging, products and samples. Reconcile conflicting comments before passing one instruction to production. An external artwork operator should not have to choose between competing logo files, and an asset used in an earlier campaign should not automatically be treated as the current approved version for this one.
Present pricing and scope transparently
Separate products from development, design, packaging, personalisation and other services. An agency may need a client-facing commercial presentation, but its arithmetic and scope should remain clear. Do not assign zero to an unresolved cost or conceal it within a total that appears final. When quantities or products change, review unit prices, totals and associated work before issuing another version. A concise explanation of what changed helps the client compare the new proposal with the previous one.
A hypothetical campaign with several directions
Imagine an agency presenting three gift directions. The client selects the product approach but asks for further box development. The agency records the provisional product decision and the unresolved packaging scope, then consolidates creative feedback into one revision. It does not treat partial approval as permission to begin every production component. This illustrates coordination between parties, not a prescribed contractual structure or agency fee arrangement, which must be agreed for the actual project.
Maintain one reference for the current version
Use clear version names and describe changes, especially where specifications or prices differ. Brandkom’s free Studio can support arranging products, concepts and mockups, exporting a PDF and sharing a preview. The agency checks that the client reviews the intended version and references it in approval. Quantities, specifications, availability, services, charges and production timing are then confirmed within the paid order, with later amendments recorded through the same controlled process.
Before you move forward
- Confirmed requirements separated from assumptions.
- An owner for each approval type.
- Prices linked to clear scope.
- One current-version reference.
Common questions
Does creative-direction approval cover production?
Only the matters expressly included in that decision. Products, materials, prices or samples may still need separate approval before implementation begins.
How can an agency avoid version conflicts?
Assign a current-version owner, give each issue a clear reference and retain a short change record. Do not circulate several final files without identifying the approved one.
Ready to turn the brief into a shortlist? Explore the catalogue or start a project in Brandkom’s free Gift Design Studio.