Branding & Artwork Guide

A practical guide to getting promotional products, apparel and branded merchandise right the first time.

Use this guide before submitting artwork or approving a branded order. It explains what we need from you, why some branding methods have limits, and how to avoid delays, unexpected costs and poor reproduction.

ImportantEvery product has its own approved branding area and suitable branding methods. The product, material, logo detail and order quantity all affect what can be produced reliably.

01 · How a branded order moves

Choose the product, colour, sizes and quantity.
Choose the branding method and position. We will advise when a different method will reproduce your logo better.
Send production-ready artwork, preferably vector artwork.
Receive and approve a digital branding layout showing the item, branding position, approximate size and relevant production notes.
Production starts only after the required approvals and commercial requirements are complete.
The order is checked, packed and dispatched or made available according to the agreed delivery arrangement.

Approval is a production checkpointA layout approval is not just an artwork sign-off. It also helps confirm product codes, quantities, branding position and any warnings or limitations before production.

What can delay an order?

Low-resolution or non-vector logos that need redrawing.
Missing Pantone / corporate colour information.
Changes after artwork or layouts have already been prepared.
Late layout approvals.
Stock changes before the order is secured.
Branding requests outside the tested branding area.
Complex personalisation or multiple branding positions.

02 · Send artwork that can actually be produced

A logo that looks sharp on a screen is not automatically production-ready. Most traditional branding processes need clean vector artwork so the logo can be scaled without losing edge quality.

BestAI, EPS, editable PDF, SVG

Sometimes usableHigh-resolution PDF, PSD, TIFF

Usually unsuitableJPG, PNG, screenshots, WhatsApp images, copied website logos

Vector files use paths rather than pixels. They can be enlarged or reduced without becoming blurry. Text should be converted to outlines/curves where practical.

Fastest routeSend the original logo file from the designer who created the brand. If that is unavailable, send the highest-quality version you have and we will assess it.

Colour information

Supply Pantone references where exact spot-colour matching matters.
Screen colours can differ from physical inks, threads, foils and product materials.
Some processes are tonal or material-revealing, such as laser engraving, so a Pantone match is not applicable.
Metallic foils and speciality materials are limited to available production colours.

03 · Choose the method for the result, not just the price

Different surfaces behave differently. The best method depends on the product material, shape, logo detail, colour count and the look you want.

Screen Printing: Strong for apparel, bags and larger flat areas. Cost-effective at volume. Colour count and registration may be limited by the item and material.
Pad Printing: Useful on smaller products and shaped surfaces. Often suited to pens, keyholders and compact promotional items.
Digital / Direct-to-Product: Full-colour reproduction with fine detail on compatible surfaces. Useful when gradients, many colours or photographic detail matter.
Digital Transfer / Heat Transfer: Good for detailed, multi-colour logos on suitable fabrics. The transfer area and garment flexibility can affect the finish.
Embroidery: Thread stitched into fabric for a durable, premium look. Best on apparel, caps, bags and textiles. Fine detail may need simplification.
Laser Engraving: A permanent, understated finish that removes or marks the product surface. The final colour is determined by the material beneath the surface.
Debossing: A die presses the design into suitable materials for a subtle recessed finish, often used on PU and leather-like products.
Foil Hot Stamping: Adds a metallic or coloured foil impression to compatible materials. Available foil colours are limited and exact Pantone matching is generally not possible.
Sublimation: Full-colour artwork transferred using heat onto compatible polyester or coated products. Excellent for colour-rich designs where supported.
Domed / Sticker Applications: Useful for full-colour branding on selected products. A raised dome can create a polished, dimensional finish.

04 · Why the logo cannot always be made bigger

Branding areas are tested for reliable production. Seams, zips, borders, handles, curves, linings, pockets and product construction can reduce the usable area.

Rule of thumbThe largest possible logo is not always the best-looking logo. Good branding balances visibility with the proportions and usable area of the product.

Small text and fine detail

Very small lettering can close up in embroidery, screen printing and some transfer processes.
Thin lines may need to be strengthened.
Complex gradients may require a digital process rather than a spot-colour process.
A simplified brand mark can produce a better result on small items than forcing a full logo into a limited area.

Natural materials

Wood, bamboo, leather and similar materials naturally vary in colour, grain and texture. Engraving or printing can therefore show small variations from item to item. These are material characteristics, not necessarily production defects.

05 · Embroidery, personalisation & repeat jobs

Embroidery artwork must be converted into a stitch file before production — a process called digitising. The stitch path, density, underlay and thread changes affect the finished result. The same logo can behave differently on a cap, golf shirt, jacket or bag because the construction and fabric differ.

Variable data needs clean inputFor personalised orders, supply the names or variable information in a final, checked list. Spelling and case should be exactly as required. Changes after production begins may not be possible.

A repeat order is treated as a new production job — stock codes, quantities, product colours, branding position and production conditions still need to be checked, so Gentwelve may request approval again even when the logo has been used before. Setup charges depend on the branding process and the specific order.

06 · What a digital layout does and does not prove

It helps confirmCorrect product and colour · Approximate logo size and position · Logo version and orientation · Production notes and warnings · Quantity / job reference checks

It does not guaranteeExact physical product colour on every screen · Pixel-perfect scale on different devices · Exact ink, thread, engraving or foil appearance · How every material variation will look in hand · A substitute for checking spelling, dates and contact details

Before you approve

Check spelling, phone numbers, URLs, dates and names.
Check the logo version and colours.
Check product code, colour, sizes and quantity.
Check branding position and approximate size.
Read every note or warning on the layout.
Do not approve while waiting for someone else to make a change.

07 · Plan backwards from the date you need the goods

Promotional merchandise has several moving parts: live stock, artwork, approval, branding capacity, quality checks and transport. A quote or enquiry does not reserve stock unless the order has reached the required confirmation stage.

Best practiceGive us your real deadline and delivery location upfront. We can work backwards and flag risk before you commit to a product.

08 · Client checklist

Before sending your order to Gentwelve:

Product code / description confirmed
Product colour confirmed
Final quantity confirmed
Apparel size breakdown checked
Best available vector logo supplied
Pantone / brand colour references supplied where relevant
Preferred method and position discussed
Final names / variable data supplied and checked
Required in-hands date supplied
Delivery city / address requirements supplied
Authorised person available to approve layouts promptly

Need us to recommend the product?Send us the quantity, budget range, audience, event/use case, required date and logo. We can narrow the catalogue to practical options instead of making you browse thousands of products.

09 · Quick FAQ

Can you use my JPG or PNG logo?: Sometimes, but it depends on the branding method and quality. Vector artwork is preferred. If the file is unsuitable, we will advise whether it needs to be redrawn.
Why can't the logo be larger?: The usable branding area is determined by the product's construction and tested production limits. Larger is not always technically reliable.
Why do I need to approve a repeat order again?: Because the product, quantity, colour, position and production notes still need to be confirmed for the new job.
Can you match my brand colour exactly?: We can work from supplied colour references where the process supports it. Exact appearance varies by ink, thread, foil, substrate and branding method.
Can every item be personalised with a different name?: No. Personalisation is limited to compatible products and branding methods. Ask us before finalising the product.
Can you brand across a seam, zip or curved area?: Usually not beyond the approved branding guideline. Obstructions can cause distortion, poor contact or inconsistent placement.
Why is there a setup fee on a repeat job?: Many processes require the machine or production station to be set up for each order, even when the artwork already exists.
Can I change the artwork after approval?: Only if production has not progressed beyond the point where the change can be made. Changes may add cost and delay the order.

Gentwelve policy takes priorityProduct availability, branding methods, pricing, lead times and production requirements can change. The quotation, approved layout and written order confirmation issued for your specific job take priority over this general guide.

Contact

Website: gentwelve.com
Email: hello@gentwelve.com
Office: 010 013 0297
WhatsApp / Mobile: 069 045 1055