Prepare one controlled brief
Record recipient count, budget range, destination PIN codes, required arrival period, food preferences, known allergy requirements, desired branding, billing details and an approval contact. Ask the supplier to identify anything that remains provisional.
Use a sample approval gate
For a material order, approve the actual pack configuration, label presentation and outer shipping protection—not only a catalogue photograph. Record which substitutions require written approval. A sample cannot guarantee every shipment, but it creates a clear reference for the order.
Worked scenario
For 60 recipients across three cities, split the address sheet from the product brief. Validate incomplete PIN codes and phone fields before sharing it. Request one price that separates food, presentation packaging, personalisation, tax and delivery. Then approve a dispatch plan with an exception process for failed delivery. This is more reliable than a single “price per box” comparison.
Required confirmations
- Dated contents and quantity schedule
- Current label and allergen information
- Written total and payment terms
- Substitution and shortage handling
- Address-data handling and deletion expectations
- Dispatch evidence and undelivered-pack process