10 questions to ask before choosing a corporate merchandise vendor

Choosing a merchandise vendor purely on price is one of the most common mistakes procurement teams make. The cost of a failed or delayed order — reprints, late arrivals, unhappy employees, a missed event — almost always exceeds whatever was saved on the quote. Here are the ten questions that separate reliable vendors from risky ones.

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1. What is your standard turnaround time?

A reliable vendor will give you a specific answer, not a vague one. Ask what the turnaround is for the specific product you need, not just a general range. At ATC, standard turnaround is 10 days, with express options for 3 to 5 days and next-day delivery within Bangalore.

2. Can you show me samples of previous work?

Any vendor worth working with will have samples or a portfolio. Ask to see examples of the specific product and customisation method you are considering — embroidery on a polo, screen print on a tote, engraving on a bottle. If they cannot show you comparable work, that is a red flag.

3. Do you handle production in-house or outsource it?

Neither answer is automatically better, but you need to know. In-house production typically means faster communication and more control over quality. Outsourced production can mean wider product range but less visibility into the process. Ask how they manage quality when production is outsourced.

4. What file formats do you accept for artwork?

A competent vendor will ask for vector files — AI, EPS or SVG. If a vendor is happy to work from a JPEG screenshot of your logo, expect problems with print quality. Ask this question early to understand whether their production standards are professional.

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5. How do you handle mistakes or quality issues?

Ask directly: what happens if something arrives damaged, misprinted or in the wrong quantity? A reliable vendor will have a clear policy — reprint, replacement or refund. Vague answers here are a warning sign. Ask for this in writing as part of your agreement.

6. Can you deliver to multiple locations?

If your team is spread across offices or cities, you need a vendor who can manage multi-location dispatch from a single order. Ask if they handle the logistics or whether you need to coordinate individual shipments yourself. ATC manages multi-city dispatch from a single order brief.

7. What is your minimum order quantity?

MOQs vary significantly by product. Understanding the minimums helps you plan budgets and decide what is feasible for smaller teams. Ask about MOQs for each product you are considering, not just the category.

8. Do you provide a design proof before production?

A design proof — a digital mockup showing exactly how the logo will be positioned and printed — should be standard practice for any reputable vendor. Never allow a vendor to go into production without your explicit sign-off on a proof.

9. Can you provide references from similar clients?

Ask for references from clients in a similar industry or with similar order sizes. A vendor who works primarily with small retail orders may not have the systems or capacity to handle a 500-piece corporate order on a tight deadline.

10. What does your communication process look like during production?

Ask how and when they will update you once the order is in production. The best vendors give you stage-by-stage updates — design approved, production started, quality check done, dispatched — so you are never left guessing. If the answer is "we will call you when it is ready," keep looking.

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What file format should I send my logo in?
‍Vector formats — AI, EPS or SVG — are required for most printing and embroidery processes. If you only have a JPEG or PNG, ask your design team or agency for the original source file before briefing a vendor.

What if I do not have Pantone codes for my brand colours?
‍Share the closest visual reference you have — a brand guideline PDF, a screenshot or a hex code. A good vendor will work with you to match the colour as closely as possible and share a proof for your approval before production.

Do I need to know the exact quantity before getting a quote?
‍Not exactly, but a rough range helps. Knowing whether you need 50, 200 or 1,000 units makes a significant difference to pricing and the vendor's ability to give you an accurate quote quickly.

How do I collect clothing sizes from my team efficiently?
‍A simple Google Form with a size dropdown (XS to 3XL) sent to your team works well. Give them a clear deadline. ATC needs the final size breakdown before production can begin.

Should I always ask for a sample before a bulk order?
‍For orders above a certain quantity or for first-time orders with a new vendor, yes. A sample lets you check print quality, fabric feel and fit before committing. ATC can arrange samples — contact the team to discuss.