Delivery lead times for custom promotional products: the steps and what makes them vary

Many buyers count from the day they place the order. That is a source of unpleasant surprises. At VektoPrint, the lead time runs from the approval of your proof, never before: as long as the proof has not been approved, nothing goes into production.

This rule protects you, because no product is marked on the basis of artwork you have not approved. But it has a practical consequence: every day spent circulating the proof internally delays delivery by the same amount. When you order, a card pre-authorisation is registered before the proof, and the card is only charged once the proof is approved: so payment does not hold up what follows.

An order for customised products always follows the same sequence:

• The file. You upload your logo; the automatic check verifies the resolution, the number of colours and compliance with the marking area.
• The proof. It is generated immediately in the configurator, at actual scale. If you ask our studio to rework your artwork, this step takes a little longer.
• The check of your print. Our team checks every print before production, for all orders: it is included.
• Production. Its duration depends on the product and the marking process; it is calculated for each item.
• Delivery. The parcel leaves with tracking sent by e-mail, in France as in the rest of the European Union.

The details of each step are on our lead times and delivery page.

Three main factors explain why one product arrives faster than another.

The product. Each item has its own production time. That is why the lead time is shown on every product page and repeated on your quote, instead of being announced in general terms.

The marking process. Embroidery, laser engraving and digital printing do not require the same preparation or the same machine time. The lead time shown takes into account the process selected for the area.

Shipping. Delivery times are given as a guide by our partner carriers. They may vary during busy periods, on public holidays or in bad weather. An order for the end of the year therefore benefits from being planned ahead.

In practice, delays rarely come from production itself. They arise upstream, during preparation:

• a logo sent as a JPG when the process requires a vector file, which means looking for the right version;
• fonts that have not been converted to outlines;
• a Pantone reference that cannot be found in the brand guidelines;
• a proof waiting for the signature of someone who is away;
• a change requested after approval, which means starting again from scratch.

The internal approval process deserves particular attention. In many companies, the proof goes through communications, then management, sometimes purchasing. Everyone adds a comment, and the document comes back several times. Appoint a single person authorised to approve, warn them that the proof is on its way and gather the comments before asking for a correction. You will often save more time this way than by looking for a faster product.

Preparing your file before ordering solves most of the other issues. Our guide to the vector file for embroidery and screen printing explains what to ask your graphic designer for.

The safest method is to start from the date when the products must be in your teams’ hands, then work backwards:

• first allow a margin to receive, check and distribute the boxes;
• subtract the delivery time to your address;
• subtract the production lead time shown on the page of the chosen product;
• subtract the time needed to get the proof approved internally, identifying in advance the person who signs;
• finally, subtract the time needed to choose and prepare the file.

The date you arrive at is the date you must start, not the date you must order. For a stand, this logic also applies to the other materials to plan: our promotional products for trade shows page helps you put the selection together.

If your date is tight, a few choices make the difference. Compare the lead time shown on several product pages and select the product whose production fits your schedule. Provide a ready-to-use vector file to avoid rework. Approve the proof the same day it becomes available, and mention your deadline when ordering.

In any case, state your urgency in your quote request: we will tell you what is realistic rather than promise you a date that cannot be met.