Before approving a bulk corporate gift order, check the actual item, the proposed branding and the packed presentation separately. A catalogue image can help you shortlist, but it may not show how a product feels, how your artwork fits or how a kit travels. Record what you have reviewed and what still needs confirmation before production.

Explore the Alma Mater Gift Catalogue 2026–27 to shortlist products, then use this checklist when assessing the options for your recipients.

Alma Mater Answer

Review a corporate gift sample for recipient usefulness, material and finish, function, branding area and any relevant size or colour variation. Separately approve the artwork proof and, for kits, a complete packed configuration. Keep one written record of the approved version, quantity and outstanding questions before authorising the bulk order.

Know which kind of sample you are reviewing

A product sample shows the item itself. An artwork proof shows where and how the logo or message is proposed to appear. A packed sample shows how multiple components, inserts and protection work together. These are different approval questions; seeing one does not automatically confirm the others.

Ask the supplier what is available for the selected product and which aspects of the bulk order will match the reviewed reference. Do not assume a generic sample has your final branding or packaging.

Check whether the item fits the recipient

Hold, carry, open or use the sample as the intended recipient would. Does it feel suitable for the occasion? Will a bottle fit the expected use, a bag carry comfortably, or a notebook open easily? A product can look compelling in a photograph and still be an awkward choice for your audience.

If you have several options, score them against the same criteria instead of choosing whichever sample arrives first. The corporate gift shortlisting guide helps compare usefulness, branding and distribution.

Inspect material, finish and function

Examine visible surfaces, edges, joins, closures and moving parts. Ask for the exact material and finish of the proposed order rather than inferring details from a photograph. If colour matters, confirm what version the sample represents and how the final selection is specified.

For apparel, review fit and construction with the available size information. For a kit, inspect each component individually as well as the overall experience. Write down product-specific questions; a generic “looks good” email is not a reliable approval record.

Review branding on the actual product area

Check whether your logo or message fits the natural shape and use of the item. Is the placement visible but balanced? Will a seam, lid, handle or fold interrupt it? Can small text be read at the proposed size?

Verify the approved logo version, colour references and spelling on an artwork proof. If several departments or recipient groups have different marks, identify each variant by code. Read How to Choose Branded Corporate Gifts Without Overbranding before signing off on placement.

Do not mistake a digital mockup for a finished item

A mockup helps with placement and proportions, but it does not necessarily show the precise appearance of a branding method on a material. Ask which details can be judged from the proof and whether a physical branded sample is available or appropriate for the project.

Record any differences between a reference sample and the final approved specification. If you requested a different material, colour or application method, the original sample may no longer answer the critical question.

Test the packed configuration

For a multi-item gift, review how everything fits in the box: product placement, protective inserts, message card and recipient label. Gently handle the pack as it might be handled during normal delivery. Items should not move freely or damage one another.

Presentation packaging is not always outer shipping protection. If gifts go to individual addresses, confirm the courier-ready outer pack separately. The corporate gift packaging guide covers what to review.

Check variants and personalisation

One sample may not represent every colour, size, logo or name variation. List the versions in the order and note which ones you have seen. If personalisation is included, verify the format, spelling convention and data mapping before approving a recipient list.

For apparel, confirm what sizing guidance is available and collect a clean breakdown. For multiple gift tiers, make sure the packed contents and message versions are clear to the team fulfilling the order.

Keep an approval record

Assign one final approver and store the approved proof, sample notes and product specification together. A useful record states the product or kit code, chosen version, branding placement, packaging, quantity, delivery structure and approval date. It should also identify anything the supplier still needs to confirm.

If the scope changes after approval, request a revised confirmation rather than assuming the earlier approval still applies. For quote scope and exclusions, see How to Compare Corporate Gifting Quotes in India.

Sample-approval checklist

• Product is useful for the intended recipient.
• Selected material, colour and finish are identified.
• Function and construction have been reviewed.
• Logo version, size and placement are approved.
• Text, names and message cards are checked.
• All relevant gift or apparel variants are mapped.
• Kit arrangement and transit protection are confirmed.
• Final quantity and destinations match the brief.
• One approver has recorded the approved version and any open questions.

Frequently asked questions

Is a catalogue photograph enough to approve a bulk gift?

It helps shortlist, but may not answer questions about material, finish, function, branding or packing. Ask what further review is available for your chosen item.

What is the difference between a sample and a proof?

A product sample helps you inspect the item. An artwork proof helps you review logo placement and wording. A packed sample addresses how the finished combination is presented and protected.

Do we need to inspect every size or colour?

Clarify which variations your sample represents and review available guidance for the others. Do not assume an unreviewed variant is identical in every relevant detail.

What if the sample differs from our final selection?

Document the difference and ask the supplier what can be confirmed for the exact approved version before production.

Should packaging be reviewed separately?

Yes, particularly for gift kits or individual deliveries. Review both recipient-facing presentation and outer shipping protection.

What should our approval email include?

Identify the chosen product version, artwork, packaging, quantity and any conditions still requiring written confirmation.

Shortlist before you approve

Browse the Gift Catalogue 2026–27, then share your recipient groups, quantity, shortlisted products, branding and delivery locations with Alma Mater Store for a tailored bulk quote and product-specific guidance.