What Artwork Files You Need for Custom Branded Merchandise

Getting the artwork right is the first real step in ordering custom merchandise

When you order branded products in the UK, the supplier needs artwork files that match their production methods. The short answer is that vector files work for most printed items, while high-resolution raster images work for some techniques. But the exact format depends on the product, the print method, and the number of colours in your design. Understanding what to supply saves time, avoids rework, and keeps your project on track.

Vector files are the standard for most print methods

For screen printing, embroidery, and laser engraving, suppliers ask for vector files. A vector file uses mathematical paths rather than pixels, so it scales to any size without losing sharpness. Common vector formats include Adobe Illustrator (.ai), Encapsulated PostScript (.eps), and Scalable Vector Graphics (.svg). If your logo was originally designed in a program like Illustrator or CorelDraw, that original file is what you need to supply.

When you send a vector file, the supplier can separate colours, resize the artwork, and adjust it for different products. This flexibility is why vector files are the preferred format for custom merchandise. If your logo exists only as a JPEG or PNG, you may need to have it redrawn as a vector. Many suppliers offer this service, but it adds time and cost to your order.

What about raster files for full-colour printing

Full-colour digital print, such as on mugs or notebooks, can use raster files. Raster images are made of pixels and include JPEG, PNG, TIFF, and PSD formats. For these to print well, the resolution must be high enough. The general rule is 300 DPI at the final print size. A file that looks sharp on your screen may be too low resolution for a quality print, so always check the pixel dimensions before sending it.

If your design includes photographs, gradients, or many colours, a raster file is often the only option. But the supplier may still ask for a PDF that embeds the raster image at full resolution. PDFs are a safe middle ground because they preserve both vector and raster elements in one file.

Embroidery needs a digitised file, not a print file

Embroidered logos on caps, polo shirts, or bags require a different kind of artwork. The supplier cannot use your vector file directly because embroidery machines need stitch data. They convert your logo into a digitised file that tells the machine where to place each stitch, which thread colour to use, and how to handle corners and curves.

When you order embroidered merchandise, the supplier typically handles the digitisation. You supply your logo in a standard vector or high-resolution raster format, and they create the stitch file. The cost of digitisation is usually a one-time setup fee. Once the file exists, it can be used for future orders of the same design on similar fabrics.

Key details that affect your artwork files

Beyond the file format, several other factors determine what artwork your supplier needs. The print method matters because screen printing uses spot colours while digital print uses CMYK. The product material also affects the file requirements. A ceramic mug prints differently than a polyester bag, and a metal pen engraves differently than a plastic one.

Colour matching is another consideration. If your brand uses a specific Pantone colour, include that reference in your artwork file. Even with accurate files, colours can vary between print runs and materials. A common practice is to request a physical proof or sample before approving the full production run.

File naming and organisation also help. Name your file clearly with the product name, the version date, and the colour mode. For example, "Logo_BlackTshirt_CMYK_2024.ai" tells the supplier everything they need to know at a glance. Avoid generic names like "final_logo.eps" that could be confused with other versions.

What to avoid when preparing artwork

One common mistake is sending a low-resolution JPEG that was saved from a website or a social media profile. These files are typically 72 DPI and too small for print. Another error is including fonts that the supplier does not have. If your logo uses a specific typeface, convert the text to outlines or curves before exporting the file. This prevents the font from being substituted with a different one during production.

Also avoid sending artwork that includes bleed or crop marks unless the supplier specifically asks for them. Some suppliers prefer files without extra marks so they can apply their own templates. Check the supplier's artwork guidelines before you export your final file.

Practical steps to get your artwork ready

Start by asking your supplier for their artwork specification sheet. Most suppliers provide clear instructions on file format, resolution, colour mode, and acceptable file sizes. Follow these instructions exactly. If you are unsure, send a test file and ask for confirmation before proceeding with the full order.

If your logo exists only as a printed business card or a low-resolution image, you may need to have it recreated. A graphic designer can trace the logo and create a clean vector file. This is a worthwhile investment because the vector file becomes your master artwork for all future orders. Keep the original design file safe and make backups.

For organisations that order merchandise regularly, maintaining a library of approved artwork files saves time. Keep both the vector source file and a high-resolution PDF in your archive. When you need to order more products, you can send the file immediately without searching for the original design.

Bulk Branded, like many UK suppliers of personalised merchandise, provides guidance on artwork preparation for each product category. Checking their requirements before you start saves effort and reduces the chance of delays. The few minutes spent preparing the right file can prevent a week of back-and-forth emails.

Different products sometimes need different file treatments

A simple logo that works well on a pen may not suit a large tote bag. The ratio of the design to the product surface matters. Some suppliers offer templates that show the printable area for each product. Using these templates ensures your artwork fits correctly and looks balanced on the finished item.

For drinkware like travel mugs or water bottles, the print area is often curved. The artwork may need to be adjusted slightly to account for the cylindrical surface. Suppliers with experience in these products can advise on the best approach. Similarly, clothing items have different print areas depending on the garment size and style. A design that fits a men's XL t-shirt may look too small on a women's fitted polo shirt.

Event products such as lanyards, badges, and wristbands often have very small print areas. The artwork must be simplified to keep the design readable at a small scale. Fine text and thin lines may not reproduce well on these items. Your supplier can tell you the minimum line thickness and font size that works for each product.

Planning ahead for your next order

Once you have a set of artwork files that work, keep them organised for future use. Label each file with the product type and the date. If you later change your logo or update your brand colours, create new artwork files and archive the old ones. This prevents confusion if you order the same product again months later.

Bulk Branded offers a straightforward process for submitting artwork when ordering custom merchandise. Having your files ready before you start the order form makes the whole experience faster. The time you invest upfront in preparing proper artwork pays off every time you reorder.

Getting the artwork right is not complicated, but it requires attention to detail. By understanding what your supplier needs and why, you can avoid common pitfalls and get your branded products made correctly the first time. Whether you are ordering pens for a conference, bags for a staff event, or drinkware for a promotional campaign, the same principles apply. Start with the right file, and the rest of the process follows smoothly.

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