The corporate gifting checklist for HR and admin teams
A step by step checklist for planning corporate gifts for a large team in India: budget, headcount, addresses, branding, timelines, invoices and delivery tracking.
7 min read. Updated 2026-11-02. By the Eka team.
Gifting 30 people is a shopping trip. Gifting 300 across five cities is a project, and it goes wrong in predictable places: a missing address sheet, a logo file in the wrong format, a delivery promised for the day after the festival. This checklist covers the parts that usually trip teams up.
1. Fix the numbers first
Before you look at a single product
- Final headcount, plus 5 to 10 percent extra for new joiners and replacements
- Budget per box, including branding and delivery
- The occasion and the date gifts must reach people
- Who signs off: HR, admin, finance or leadership
2. Decide on one box or tiers
Many teams send one box to everyone and a better one to leadership and clients. Decide this early, because it changes the quantities and the budget.
3. Collect addresses properly
If gifts are going to homes, put everything in one spreadsheet: name, phone number, full address and pin code for each person. Half finished addresses are the most common reason for delays. Ask employees to confirm their own address through a simple form rather than copying it from old records.
4. Get the logo right
Send your logo as a vector file (AI, EPS, SVG or a high quality PDF) along with your brand colours. Then approve a digital mockup of the actual box before production starts, and check the spelling on note cards twice.
5. Work back from the delivery date
| How far ahead | What should be done |
|---|---|
| 4 to 5 weeks | Budget, headcount and gift options shortlisted |
| 3 to 4 weeks | Order confirmed, mockup approved, advance paid |
| 2 weeks | Packing and checks |
| 1 week | Dispatch, with a tracking sheet shared |
| Delivery day | Gifts reach offices and homes |
For festivals, add a week. Couriers are slowest in the two weeks before Diwali and in the last week of December. Add a week of buffer for festive orders.
6. Paperwork finance will ask for
- A quote with the price per box and the total
- A GST invoice in the company name
- Payment terms in writing, for example an advance to start production and the balance before dispatch
- A delivery tracking sheet you can share with managers
7. After delivery
Keep the tracking sheet until every box shows as delivered, and ask managers to flag anyone who has not received theirs. Save the order details too. Next year you will be glad to start from what worked.
Rather hand all of this to one person? Tell us the occasion and budget and we will come back with options within one working day.