Collect the approved source and the intended application
Ask the brand owner for the approved master artwork and any relevant usage guidance. Supply the file format requested by the production team; where available, include an editable vector source rather than relying only on a screenshot. Do not assume that changing a filename extension changes the artwork itself. If the original source is missing, explain that limitation before the supplier prepares a quote or proof.
Identify the exact product, finish, decoration position and proposed size. Include a small reference preview so the recipient can recognise the intended logo version, but label the production source clearly. For a set with several products, map each file to its own application. A folder of logos without that mapping invites someone to guess which version belongs on the box, notebook or accompanying card.
Check text, colours and responsibility for changes
Review every visible word, particularly Arabic text, contact information and individual names. Ask how fonts and editable text should be supplied for the team's workflow. Keep an approved reference for checking the final appearance after preparation. If text is converted or artwork is adjusted, require a proof that lets the responsible reviewer confirm the resulting words and shapes, rather than approving the original file again.
Attach the colour references from the brand guidelines and describe any permitted alternative logo versions. Make clear who may approve changes to proportions, lettering or a tagline. Avoid asking the supplier to improve the logo without defining the intended change and its owner. A correction that seems small to one person can alter the brand identity or introduce a spelling error into every finished piece.
Hypothetical handover: one gift set, three applications
Imagine a team preparing a notebook, pen and printed card. It creates a simple application list: product reference, artwork filename, location, size and approving person. The card receives a separately reviewed bilingual message. The pen artwork is checked at its proposed size. Rather than forwarding the whole message history, the coordinator sends the current package with a brief note identifying what changed since the previous version.
Use Brandkom's catalogue to establish product references, and the free Gift Design Studio for an initial direction when helpful. Then agree the required file formats and approval steps with the team. Save the final production proof alongside the approved source and decision date. Archive superseded versions separately, so the existence of an older attachment cannot be mistaken for permission to use it.
Before you move forward
- Request the approved master artwork and brand guidance.
- Map each file to a specific product and location.
- Verify Arabic, English, names and contact details.
- Identify the person authorised to approve artwork changes.
- Retain one current production proof and archive older versions.
Common questions
Is a transparent PNG always enough for a branded gift?
It may be useful as a preview, but suitability depends on the application and production workflow. Ask for the required format and usable artwork dimensions. If you only have an image file, say so early and agree any preparation and approval work before proceeding.
Who should check Arabic text in the final proof?
Assign a reviewer who can verify the actual language and intended wording. Ask them to inspect the prepared proof, including names and line breaks, rather than relying only on the text originally supplied. Record their approval with the current artwork version.
Ready to turn the brief into a shortlist? Explore the catalogue or start a project in Brandkom’s free Gift Design Studio.