Put the decision at the top
Open with the occasion, audience and intended outcome. “Welcome new employees with useful first-week tools” is more informative than “premium gifts.” State whether the request concerns a single item, a complete set or several options for comparison. Describe any real usage constraint, such as carrying the gift home on public transport, using it at a shared desk or distributing it during a short registration window.
Next, specify quantities and their status. Distinguish a confirmed order quantity from a preliminary planning count. Include the number of items inside each set, not just the number of recipients. If locations require different allocations, list them separately. Give the required arrival date as a planning requirement to be checked with the supplier, rather than assuming production and transport will fit an unverified schedule.
Make preferences testable
Replace broad adjectives with observable details. Instead of “elegant packaging,” describe the opening style, desired presentation and whether the box must protect fragile contents. Instead of “large logo,” request a proposed position and actual-size artwork for approval. Attach the current logo file and identify the person who can approve its use. If colour matching matters, explain which reference should guide the sample review.
List budget boundaries together with their inclusions. Does the planning ceiling cover products only, or branding, packaging and distribution as well? Record the currency and whether any amounts remain unknown. Ask the supplier to identify alternatives and exclusions explicitly. A short list of non-negotiable requirements is easier to work with than a page where every preference appears equally essential.
Worked hypothetical example: a training intake
Imagine a team preparing sixty welcome packs for a training intake. This is an illustrative brief, not a quotation. Each pack needs one notebook and one pen; the team wants two packaging approaches compared. The count is sixty sets, with sixty of each item. The brief requests a visible sample of the logo placement and names one coordinator who will combine feedback before approval.
A revision log then captures what changes. If the training team switches from two notebook sizes to one, update the current brief and record the decision date. Remove superseded artwork from the approval pack, while retaining it in an archive if needed. When the selected option is ready, convert open questions into confirmed specifications before treating the brief as a purchasing instruction.
Before you move forward
- Name the audience, occasion and practical purpose.
- Separate required features from preferences and unresolved questions.
- State set quantities, component quantities and location allocations.
- Attach current artwork and define the approval owner.
- Date revisions and retire superseded instructions from the active brief.
Common questions
Should the brief include a reference image?
Yes, when the image explains a preference that words cannot easily describe. Annotate the relevant features, such as layout or colour balance. Say which features are optional and avoid presenting a reference photograph as proof that the exact pictured product is available.
Who should communicate changes to the supplier?
Use one named coordinator to collect comments and issue a consolidated revision. Design, finance and event teams can still review the work, but their competing messages should be resolved internally. State who approves artwork, commercial terms and the final recipient quantity.
Ready to turn the brief into a shortlist? Explore the catalogue or start a project in Brandkom’s free Gift Design Studio.