How to Write a Print Brief | Print Portal
A good print brief gets you an accurate quote fast, avoids costly mistakes, and makes sure what you order is exactly what you need. Here’s exactly what to include.
What is a print brief?
A print brief is a short document — or even just a clear email — that tells your print supplier exactly what you need. It covers the what, how many, when, and how it should look. The more complete your brief, the faster you get a quote, and the less likely you are to end up with something that’s wrong.
Most print delays and reprint costs come down to one thing: a brief that was too vague. A supplier who has to guess at your specs will either quote wrong or come back with a list of questions that delays your job by days.
The 7 things every print brief needs
1. What you need printed
Be specific. “Business cards” is fine. “A4 flyer” is fine. “Some branding stuff” is not. If you’re ordering branded merchandise or corporate gifts, name the item — branded notebooks, printed tote bags, embroidered golf shirts. The more specific, the better.
2. Quantity
Print is almost always cheaper per unit at higher volumes. If you’re considering 500 or 5,000, ask for pricing on both — the difference can be significant, and for high volume printing jobs it often makes sense to order more than you immediately need. A supplier who sees your quantity can also flag if you’re in an awkward range where a small increase drops the cost considerably.
3. Size and format
Give dimensions in millimetres. If it’s a standard size — A4, A5, DL — say so. If it’s a custom size, measure it. For items like branded merchandise and corporate gifts, include any relevant dimensions (e.g. the print area on a pen, the bag dimensions).
4. Material and finish
Paper weight (gsm), card stock, fabric type, plastic — whatever applies. For paper: 90gsm is standard copy paper, 350gsm is a typical business card. Finish options include gloss, matte, soft-touch laminate, UV spot, and embossing. If you don’t know what you want, say so and ask for a recommendation.
5. Artwork status
Do you have print-ready artwork, or do you need design work? Print-ready means a high-resolution PDF with bleed and crop marks. If you’re not sure whether your files are print-ready, just send them and ask. Most good suppliers will tell you upfront rather than printing something that comes out blurry or badly cropped.
6. Deadline
Give a real deadline, not “as soon as possible.” A good print supplier will tell you what’s achievable and flag if your deadline requires a rush surcharge. If your deadline is for an event or a campaign launch, mention that — it helps your supplier prioritise and flag any risks early.
7. Budget (optional but helpful)
You don’t have to share your budget, but it helps. If your supplier knows you have R5,000 to spend on branded corporate gifts for an event, they can suggest the right combination of products rather than quoting you options that are too cheap or too expensive for what you’re trying to achieve.
A note on branded merchandise and corporate gifting
If you’re ordering branded merchandise or corporate gifts, lead times are longer than standard print — typically 10–21 working days depending on the item and quantity. Include your deadline early in the brief so your supplier can confirm availability and production time before you commit to a product.
What happens when you skip the brief?
Without a clear brief, you’re likely to get a vague quote, a back-and-forth of clarifying questions, and potentially a job that doesn’t match what you had in mind. The brief doesn’t need to be a formal document — a clear, detailed email works perfectly. The goal is simply to give your supplier everything they need to say yes, here’s your price, here’s your timeline.
Ready to get a quote?
Send Print Portal your brief and we’ll come back to you with a fast, accurate quote. We handle everything — sourcing, quality checking, and delivery — so you don’t have to.Send Your Brief →