Ordering bulk employee welcome kits involves many decisions: items, branding, packaging, pricing and delivery. Missing one can cause delays or cost overruns. Use this checklist before you place your order.
1. Define your numbers and timeline
- How many kits do you need now, and over the next 6 to 12 months?
- Do you need them delivered to one location or several?
- When do the next joiners start?
Ordering for a full year at once usually gets better pricing than repeated small orders. Just check that your supplier can store and dispatch in batches.
2. Set a per-kit budget
Decide the total per-kit cost, including branding, packaging and delivery. This stops the project drifting as options are added. Prices depend heavily on the items you choose, so ask for a welcome kit price for a bulk order as a full quote and not only an item rate. Confirm what each quote includes.
3. Build your corporate welcome kit items list
Choose a mix of practical, branded items. A typical list:
| Category | Examples |
| Stationery | Notebook, diary, pen |
| Drinkware | Bottle, flask, mug |
| Bags | Backpack, laptop sleeve, tote |
| Tech | Earphones, power bank, mouse |
| Apparel | T-shirt, cap, hoodie |
| Lifestyle | Lunch box, desk accessories |
| Personal touch | Welcome card, ID card holder |
Keep the kit to a few strong items. Consider fit and sizing for apparel, and check that tech items suit both Indian and remote locations.
4. Plan the custom welcome kit with logo printing
- Send your logo in vector format (AI, EPS or high-resolution PDF).
- Choose the method: screen print, laser engraving, embossing or embroidery.
- Specify colours using your brand’s Pantone or hex values.
- Confirm logo size and placement on each item.
- Ask for a pre-production sample and approve it in writing.
5. Think about packaging
Packaging is the first thing the new joiner sees. Decide on:
- Box type and size
- Branded inserts, tissue or ribbon
- A welcome note, signed or printed
- Whether kits are packed individually for direct shipping
6. Shortlist suppliers properly
When comparing welcome kit manufacturers and suppliers in India, ask:
- How long have they been in business, and who are their clients?
- Do they handle branding in-house or through third parties?
- Which brands do they carry?
- What is their minimum order quantity?
- Can they deliver across India, and how are deadlines handled?
- Can they provide samples before bulk production?
7. Compare quotes like for like
Make a simple sheet with these columns: item list, quantity, unit price, branding cost, packaging cost, delivery cost, GST, total, and delivery timeline. The cheapest total often hides missing items. The right quote is the one that matches your specification.
8. Confirm quality checks and approvals
- Who inspects the finished kits?
- What happens if there are defects or wrong prints?
- Are replacements included?
9. Fix timelines and delivery details
Branded products typically need time for sampling, approval, production and packing. Build in a buffer, especially around festival seasons when supplier workloads are high. Share delivery addresses and contact people clearly in advance.
10. Plan for repeat orders
Ask whether your artwork and approved designs will be stored for reorders, and whether prices hold for repeat batches. This saves time on your next hiring cycle.
Quick pre-order checklist
- Quantity and phasing decided
- Per-kit budget set
- Items list finalised
- Logo files and branding method confirmed
- Packaging chosen
- Sample approved in writing
- Quotes compared on the same basis
- Timeline and delivery plan agreed
- Reorder terms discussed
Final thoughts
A little planning before a bulk order saves a lot of rework. With the right supplier, your welcome kits arrive on time, look good, and make every new joiner feel welcome.
Craft Enterprises has helped 500+ companies with branded gifting since 1987. Explore our welcome kit range or request a quote.