Brief · Quotation · Purchase order · Artwork
Templates for briefs, quotes and orders
Most of the delay in a merchandise programme sits in the paperwork, and most of that delay is avoidable. A brief that leaves the decoration method undecided, or a purchase order that omits the delivery address, produces a quotation that has to be reissued and an invoice that has to be corrected. Seven formats are published here, each with the fields that have to be present.
Which template you need
The brief starts a conversation; it is not an order. Its job is to capture the product, specification, quantity, destination and date well enough that a quotation can be issued without a second meeting. The RFP is the same content framed as a formal request, for organisations that run procurement that way. The quotation is what comes back, structured into base product, decoration, packing, freight and IVA so that it can be compared.
The purchase order records what was agreed and by whom. The invoice format has to match the CFDI 4.0 structure and the usage code the client’s accountant expects. The mockup request is how the visual decision gets made before production. The artwork specification is the one most often skipped, and skipping it is how a logo ends up too small to read at three metres.
What every template requires
- Legal entity and RFC. On the brief and again on the purchase order, so the invoice matches.
- Specification as numbers. Fabric, dimensions, decoration, labelling.
- Quantity broken down. By size, by colour or by variant, never only as a total.
- Named destination. Full address, postal code and consignee, because freight is lead time.
- Required date and event date. Both, since they are rarely the same.
- One named approver. For artwork and for the order itself.
Every template
Seven formats, published with the fields each one needs.
What we are not
Corp-Merch.MX is an independent production workshop for corporate merch, uniforms and business gifting, invoicing to SAT under CFDI 4.0. These templates are published for use and reuse without restriction; adapt them to your own procurement process. We are not an official partner, sponsor or approved supplier of any software platform, consultancy or standards body referenced in them.
Use a template with us
Send a completed brief, or ask for the format you need in your own layout. If your organisation has a standard merchandise request form, send it and we will complete it in your format rather than asking you to work in ours.