Artwork and brand files for merchandise production

Create a controlled source pack

Begin with the approved master logo in a true vector format. Include the primary version, reversed version, one-colour version and any compact mark authorised for small applications. Add the brand guideline, approved typefaces or outlined artwork, and the person who can resolve brand questions. Remove drafts and obsolete exports from the handover folder.

Use filenames that identify the brand, lock-up, colour mode and version. A folder containing several files called final, final-new and final-approved creates avoidable risk. Keep source files separate from supplier proofs and mark superseded versions clearly so an old logo cannot return during a reorder.

Understand vector, raster and font requirements

Vector artwork describes shapes mathematically and can usually be scaled without losing edge quality. Raster images are made from pixels and depend on their resolution at the final reproduction size. A raster logo placed inside a vector document remains raster. Suppliers should be able to identify whether the supplied artwork is genuinely editable.

Convert text to outlines when the production workflow requires it, while retaining an editable source copy internally. Check that counters, fine lines and small gaps remain open at the intended size. If a design uses a photograph or texture, confirm that the chosen decoration method can reproduce the required tonal detail.

Define colour without pretending every surface is identical

Record the brand colour references used by the organisation and state which reference governs the job. Screen, coated paper, uncoated paper, thread, ceramic glaze, anodised metal and dyed fabric reflect colour differently. A colour target is useful, but the approval must acknowledge the material and process on which it will appear.

Ask the supplier to show how colours are specified for the selected method: ink reference, thread chart, material colour, transfer profile or another controlled system. If colour is critical, agree the appropriate physical reference or sample. Avoid approving colour solely from a photograph viewed on an unknown screen.

Adapt artwork to the decoration area

Every product has a usable decoration area, seams, curves, closures and handling zones. Ask for the template or dimensions for the exact product reference. Choose a logo version that remains legible within that area. Simplifying a lock-up is often more faithful to the brand than shrinking all of its detail until it fails.

Define position with measurable references where possible. Terms such as centred or left chest can be interpreted differently across garments and sizes. Multi-position decoration needs a separate line in the specification for each position, with its artwork, dimensions, method and relationship to the product.

Review proofs as production instructions

A proof should identify the product, product colour, decoration method, artwork version, size and position. Review spelling, legal marks, orientation, contrast and safe distance from product features. For personalised items, review the data source, character support, naming rules and treatment of missing values.

Approval should be explicit and attributable. Record who approved, what version was approved and whether any conditions remain. If the product, colour, position, scale or production method changes, issue a revised proof. A previous approval cannot safely authorise a materially different specification.

Protect future reorders

Archive the final source pack, approved proof, product reference, decoration specification and date together. Record whether a physical sample exists and where it is stored. This turns a reorder into a controlled comparison rather than a search through old messages.

A reorder still needs confirmation because products, materials and supply conditions can change. Compare the proposed item and method with the archived reference. If exact continuity matters, state it as a requirement and ask the supplier to identify any change before approval.

Procurement checklist

• Provide genuine vector logo files and authorised one-colour/reversed variants.
• Remove obsolete artwork and use unambiguous versioned filenames.
• Include editable sources internally and outline fonts where production requires it.
• State the governing colour reference and identify colour-critical elements.
• Obtain the decoration area for the exact product reference.
• Specify artwork size, position, method and product colour on the proof.
• Check spelling, legal marks, contrast, fine detail and personalisation data.
• Record approver, proof version, date and any conditions.
• Archive the approved production pack for controlled reorders.

What must be confirmed for the order

• File suitability depends on the exact product, decoration method and final size.
• Colour matching uses a controlled target; dissimilar materials may still look different.
• No software format, tolerance or sampling requirement is asserted for every supplier workflow.

Questions buyers ask