The fastest way to get a good, comparable quote for promotional gifts is to send a clear brief. Instead of a string of follow-up emails, the supplier receives everything needed in one message and can reply with real options and prices. Logotrade OÜ / Logo.ee has published a nine-field brief template that takes about fifteen minutes to fill in. Below is a full summary of the guide, including the template, a worked example and the tax rules to keep in mind.

Why a brief matters

The price of a branded product depends on quantity, decoration method, number of colours, print position, packaging and delivery terms. If any of these are missing, the supplier has to guess or ask again, and that costs time on both sides. A good brief also describes the audience: useful gifts are the ones people keep, and usefulness depends on who receives them. The same brief works for trade fairs, client gifts, internal gifts or a request sent to several suppliers at once. If you want to understand what makes up the price, see the Logo.ee blog.

The nine fields of a good brief

1. Purpose and occasion. One sentence about the event and the effect you want. It decides whether a low-cost giveaway or a personally handed-over gift is the right choice.
2. Recipients. Who they are, how many, and what they do. Different groups may need different products and budgets.
3. Quantity. An exact number or a range. If you are undecided, ask for prices at two or three volumes, for example 100, 250 and 500.
4. Budget. State it per recipient and say whether VAT is included. The standard Estonian VAT rate has been 24% since 1 July 2025. A range is fine if you prefer not to give an exact figure.
5. Deadline. Give the date the goods must reach the recipient, plus the event date if it differs, and say whether it is flexible. The supplier will work backwards to set the artwork approval date.
6. Logo files and brand colours. Vector files are preferred. If you do not have one, the advertising design service can prepare a print-ready logo. Add a Pantone code if you have one.
7. Print position and method. Describe where the logo should go, how big it should be and what impression you want. If you are unsure, leave the method to the supplier. Engraving gives a subtle, premium finish, while pad printing suits pens and small surfaces.
8. Packaging and extras. Individual packing, cards, envelopes or gift boxes. Gift sets come with packaging as part of the product.
9. Delivery address. One or several. For direct-to-recipient shipping, state the number of recipients and countries first, and share full personal addresses only after the order is confirmed – limited to what delivery really requires.

A tenth row, flexibility, is worth adding: tell the supplier what they may change, such as the product, colour or quantity, so they can propose better alternatives.

A template you can copy into an email

The original article offers a ready table with three columns – field, what to write, and an example. Copy it into an email, fill in the rows and send it to one or several suppliers with the same reply deadline. That gives you comparable quotes instead of a mixed pile of answers.

What a good quote should contain

• product name, colour and material, with a product link;
• decoration method, number of colours and print position;
• unit price for each requested quantity, with product and decoration on separate lines;
• one-off costs such as artwork, print set-up or samples;
• transport and packing charges, if listed separately;
• the artwork approval date needed to meet your deadline;
• how long the quote is valid.

When two quotes differ a lot, the reason is usually a different product, a different decoration method or missing transport costs.

Worked example: a trade fair brief

A small software company is exhibiting at a spring industrial fair and wants a useful giveaway. Its brief says: the purpose is for visitors to remember the company after the fair; recipients are production managers and engineers, with roughly 300 conversations over two days; quantity is 300 pieces plus a price for 500; budget is up to 8 € per item excluding VAT; the goods must be on site one week before the fair; the logo comes as an SVG with a Pantone code; the print is one colour on one side, with the method left to the supplier; and the company is open to a product better suited to a factory floor than a bottle. (Figures are illustrative.)

Taxes and budget in Estonia

The guide refers to the Estonian Tax and Customs Board: logo gifts to non-employees are free of income tax up to 21 € excluding VAT per item, and for sets the value of the whole set counts. No VAT applies to gifts up to 10 € excluding VAT. Above 21 €, income tax of 22/78 applies to the full cost. Printing, transport and packaging are business expenses, not part of the gift value. Employee gifts are fringe benefits, and the 21 € rule does not apply to them. Ask for product and decoration prices on separate lines and confirm the treatment with your accountant.

Checklist before you press send

• purpose stated in one sentence;
• recipient groups and quantities known;
• budget per recipient, marked with or without VAT;
• deadline as an arrival date, with flexibility stated;
• vector logo attached, with Pantone code or brand guidelines;
• print position and desired impression described;
• packaging and card requirements stated;
• number of delivery addresses and regions known;
• areas of flexibility identified;
• a named person who approves artwork and samples.

Common mistakes

The most frequent ones are writing "as soon as possible" instead of a date, sending a small JPG from an email signature instead of a vector file, leaving out the budget, naming only one product without "or similar", not naming an artwork approver, and skipping the proof check so that errors reach the finished products.

FAQ in short

You do not need to know the product in advance – purpose, recipients, quantity and budget are enough. If you have no vector logo, send the best file you have and ask whether preparation adds cost. The same brief can go to several suppliers. Disclosing a budget helps the supplier aim at the right price range rather than raising prices. If the quantity may change, ask for two or three volumes and say when the final number will be known.

Useful Logo.ee pages

Browse the product catalogue, the top 10 promotional products, the services and the portfolio, or reach us via the contact page.

Read the original article: Quote request brief: a template for your promo gift supplier

Send us your brief

Send Logo.ee your quantity, logo and deadline – we will propose suitable products and prepare a quote. Visit https://www.logo.ee

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