Write the brief before you search
Give every supplier the same starting information: product type, quantity, required date, delivery postcode, artwork status and any non-negotiable material or colour requirement. If something is unknown, say so. A clear unknown is easier to resolve than an assumption.
A useful brief also explains the context. Merchandise for a one-day event has different priorities from staff onboarding products intended for daily use.
Look for relevant product experience
Promotional merchandise covers apparel, drinkware, technology, print, bags, gifts and many other categories. Ask whether the supplier regularly handles the product and decoration method you are considering. Relevant experience matters more than a very large generic catalogue.
Check the business behind the website
Confirm the business name, ABN, contact details and how support works if an order changes. For imported, electrical, food-contact or child-oriented items, ask what product-safety information is available. Do not treat an association logo or website badge as a substitute for evidence.
Compare complete quotes
A low unit price can omit setup, decoration, freight, artwork or GST. Compare the total scope: exact product, branding position, number of colours, proofing, packing, delivery and the assumptions behind the timing.
Stock and production schedules can change. A useful supplier will state what is confirmed, what is indicative and when each detail can be locked in.
Approve the right things
Before production, check the product sample where practical and read the artwork proof carefully. Confirm spelling, colours, logo proportions, print position and delivery details. Keep the final approval with the quote and correspondence.
Use communication as evidence
The enquiry stage shows how a supplier handles detail. Responses should address the brief, identify missing information and explain alternatives without obscuring the trade-offs. Choose the supplier whose process makes the job easier to control.