Corporate Gift Artwork Checklist: Files, Colours and Approval Before Production
A corporate gift can involve several branded surfaces, yet artwork decisions begin with source material rather than the image available in an email. Before release, identify the current logo master, approved wording, intended items and person authorised to approve each proof. This checklist is for UAE B2B teams preparing corporate-gift artwork. It focuses on files, colours and approvals before production, so questions can be resolved against the artwork and actual product template.
Start with the original master logo
Ask the brand owner for the original master logo rather than copying one from a website, presentation, social post or screenshot. A screenshot records pixels at the size and quality of that capture; it is not automatically the source asset. If several arrangements exist, such as horizontal and stacked lock-ups, specify which is selected for each item rather than leaving that interpretation to a later proof.
Check what the file contains, not its extension
File extensions do not settle whether artwork is vector or raster. Open the file or ask the supplying designer to confirm its contents. Vector artwork describes shapes with mathematical curves and can scale without the fixed pixel grid used by raster images; raster artwork is made of pixels and its usable detail depends on effective resolution at final placed size. Adobe’s explanation of raster and vector images is a useful reference for those definitions. A PDF can contain vector objects, raster images, or both.
Placing a low-quality JPEG in a PDF does not make it vector artwork. Automatic tracing can create vector shapes, but it does not establish that the result preserves the original logo correctly. Put a JPEG into a PDF if a PDF is required for viewing or submission, but recognise that it remains raster artwork inside that PDF. If a logo exists only as a raster file, ask the team what quality it can accept for the selected item, then obtain an approved replacement or redraw through the brand owner where needed.
Package native artwork and a viewable proof
Keep an editable native working file alongside a viewable proof; neither replaces the other. The native file preserves editable construction, while the proof lets non-design reviewers inspect the result. Confirm accepted formats before export. Where requested, embed or package linked images and placed assets so a missing local link does not alter output. Convert fonts to outlines only in the supplier copy when requested, and retain an editable master with live text for future authorised changes.
Review finished size and effective image detail
Place artwork at actual finished size on the relevant template before judging raster detail. Enlarging a small image to fit a large panel changes its effective resolution, even if its original dimensions seemed adequate. A fixed resolution instruction does not answer every product, placement or artwork question. Ask the team to confirm effective resolution and suitability for the actual finished size, process and template.
Use the approved colour reference as the decision point
Start with the organisation’s approved brand-colour reference and identify logo colours by that reference, not by an uncalibrated screen. Do not assume one universal CMYK conversion or route will preserve every colour on every item. Share the approved reference and ask the team to confirm what colour information is needed. If an alternate colour treatment is permitted, obtain the brand owner’s approval for that specific treatment.
Inspect small type, symbols and codes at output scale
Review fine text, legal lines, icons and QR codes at actual output size rather than relying on a magnified desktop view. When a QR code is included, test the real proposed output from the proof or a suitable sample at its intended size and confirm that its destination is correct. Do not invent a minimum size from a generic rule; confirm that the selected code, contrast, placement and final output can be verified for that item. Correct copy and clear source artwork still matter.
Map each gift-set item to its own template
A multi-item corporate gift set needs an artwork map naming every item, approved logo version, copy and corresponding template or placement. The general promotional gifts category may frame the selection, but artwork cannot be assumed to transfer unchanged between surfaces. A notebook cover needs its own artwork template and approval, while a canvas bag in the same set needs its own placement approval.
Request the actual product template for each selected item and orient artwork against it. Check front, back, spine, handle-side, gusset, wrap, clip area and any safe or restricted region the template identifies. Do not assume a full-bleed result because artwork reaches the edge of a flat digital page. A wrap, seam, edge, curve or closure can change the visible area and reading direction.
Approve English and Arabic wording as content
Use final approved copy for every language shown. English and Arabic wording should each be reviewed by a competent reviewer who can confirm spelling, meaning, punctuation, names, dates and required brand phrasing. Do not invent a translation during artwork preparation or assume that a visual match confirms linguistic accuracy. For Arabic text, provide approved wording in a reliable editable form and check that the proof reflects the approved characters and intended layout. Approval should identify the exact text version, not merely the file name.
Control proof versions and the production release
Use a clear version name for every proof, preferably including item, artwork revision and date, and keep change notes with it. Identify one authoritative production-approved file rather than allowing separate attachments or marked-up screenshots to compete as the latest instruction. Reviewers should compare logo, wording, colours, placement, orientation, product template and small details against the brief, then record requested changes precisely. After amendments, circulate the replacement proof and record what changed. Approval should refer to the final named production file, not an earlier concept.
Ask focused questions before release
Before approving artwork, ask Green Bags UAE to confirm required file format, whether placed assets must be embedded, how fonts should be supplied and which actual product template applies. Ask about finished size, effective raster resolution, colour-reference information and any placement, wrap or clip constraints visible on that template.
Request a file review for your selected gifts
Green Bags UAE has been in Dubai since 2006, with a warehouse in Al Qusais Industrial Area 5. Minimum orders start from 50 pieces. For free quotes and to confirm artwork requirements for selected items, contact Green Bags UAE on +971 4 370 5277 or enquiry@greenbagsuae.com.
Frequently asked questions
Is a PDF always a vector file?
No. PDF describes a container format, not a guarantee about the objects within it. A PDF may include vector shapes, raster images or both. Open the file or obtain confirmation of its contents. If a JPEG has been placed inside a PDF, it remains raster artwork and should be reviewed at its actual finished size.
Can we send a screenshot of our logo?
A screenshot can help identify the intended logo, but it should not be treated as the production master. Ask for the original approved source file from the brand owner. If that is unavailable, tell the team what is available and ask what it can assess for the specific product, size and placement.
Should all artwork use the same resolution?
One fixed resolution instruction does not resolve every artwork decision. Raster suitability depends on the image’s effective resolution at the actual finished size, as well as the selected product and artwork requirements. Place the image on the real template and ask the team to confirm the appropriate file and resolution for that use.
Can one approval cover every item in a corporate gift set?
Not without confirming each individual template and placement. The same logo may appear differently across a notebook cover, a bag or another chosen gift surface because orientation, wrap areas and visible edges can vary. Maintain an artwork map, review every item’s proof and identify the exact version approved for each item.
Who should approve bilingual corporate gift copy?
A competent reviewer should approve each language as content, including wording, spelling, meaning and required brand phrasing. For English and Arabic, record the approved text version and ensure the proof displays that exact copy. A visual artwork review alone is not a substitute for a reviewer able to verify the language itself.
