How to Request Samples and Evaluate a Custom Gift Supplier: A Buyer's Checklist
Quick answer: To evaluate a custom gift supplier, ask the same questions of every candidate (minimum order, samples, production time after approval, shipping to your country, packaging, pricing basis), then judge a real sample of your own design before you approve production. At OakiWay, samples are free, custom engraving starts from 100 units on most products, and production typically takes 2–4 weeks after sample approval, with delivery to your country included in the quote. Request a sample through the quote form on our wholesale page.
This checklist is for anyone ordering engraved, private-label or custom-made gifts: corporate buyers, shop owners, brands and museum shops. It works with any supplier. It covers what to ask before a sample, how to request one, what to check when it arrives (including brass-specific checks for compasses and sundials), the red flags, and a simple scorecard for comparing suppliers.
Supplier checklist at a glance
| Stage | What to do |
|---|---|
| 1. Before the sample | Ask every supplier the same eight questions and get the answers in writing |
| 2. Requesting the sample | Send your exact wording, logo file, design or catalog code, quantity, country and date |
| 3. Checking the sample | Engraving, spelling, finish, function, packaging and the photo match |
| 4. Approving | Approve in writing, listing exactly what production must match |
| 5. Comparing | Score each supplier on the same five criteria |
What should you ask a custom gift supplier before ordering a sample?
- What is the minimum order for custom work, and does it differ by product or by type of customization?
- Is the sample free, and is it made with my design or is it a stock piece?
- How long is production after I approve the sample? Ask when the clock starts, not just how many weeks.
- Do you ship to my country, and is delivery included in the quote?
- What can be customized: engraving, finish, packaging, private label, a new shape?
- What file do you need for my logo?
- How is the price built: per unit, by quantity tier, with or without packaging and delivery?
- Can I reorder the same design later and get the same result?
Put the answers side by side. A supplier that cannot answer these in writing before a sample is unlikely to be clearer once production starts.
How do you request a sample that tells you something?
A sample is only useful if it shows your design, not a generic piece from the shelf. When you ask for one, send:
- The exact engraving text, letter for letter, including dates, names and coordinates.
- Your logo as a vector file (for example SVG, AI, EPS or PDF) if you have one; otherwise the best image you have.
- The product design you want, with the catalog code if the supplier has a catalog.
- The packaging you want to see: gift box, pouch, insert or story card.
- The quantity you plan to order and your delivery country, so the sample matches what you will actually buy.
- The date the finished goods must be in your hands. Count back from it: the sample round, production and delivery all come before that day.
What should you check when the sample arrives?
Check the sample in daylight and under normal indoor light, and take photos as you go so you can point to exact issues.
| Check | What good looks like | Common problem |
|---|---|---|
| Spelling and numbers | Every character matches your text | A wrong date, a dropped accent or a swapped coordinate digit |
| Logo | Lines are sharp and small details are still readable | Thin lines lost or filled in; logo too small for the surface |
| Placement | Centered and straight, with room around the edges | Text crowding the rim or off-center |
| Finish | Even color across the piece; no marks around the engraving | Patches, scratches or residue |
| Function | Hinges, clasps and moving parts work smoothly | A lid that does not close evenly |
| Packaging | The piece sits firmly in the box; your branding and inserts are correct | Loose fit, wrong insert text |
| Photo match | The sample matches the catalog photo or the agreed design | Different size, color or details than you expected |
Brass compass and sundial checks
- Compass needle: lay the compass flat, away from phones, magnets and steel. The needle should swing freely and settle. A compass points toward magnetic north, not true north, and the difference changes with your location, so a small offset from north on a map is normal. Compare it with a second compass if you have one: both should settle in the same direction.
- Why brass helps here: brass is non-magnetic, so a brass case never disturbs the needle, and it holds fine detail, which suits an engraved logo or coordinates.
- Sundial: a sundial shows sun time, which can differ from your clock. Our guide on how to use a sundial compass shows how to set it up and read it, so you can test a sample properly.
- Coordinates: if you engraved coordinates, check the format (degrees and minutes with N/S and E/W) and look the point up on a map before you approve.
How do you approve a sample?
- Approve in writing and list what production must match: text, logo size and position, finish, packaging and inserts.
- If something is wrong, ask for a corrected sample rather than approving with verbal changes. Each round takes time, so list every change at once.
- Keep the approved sample. It is your reference for the delivered order and for any reorder.
- Remember when production starts: production time often runs from your approval, so a slow decision moves your delivery date. Ask each supplier when their clock starts.
What are the red flags?
- No sample, or only a stock piece without your design, before a large custom order.
- Production time quoted without saying when it starts.
- Shipping to your country not covered, or left for "later".
- Prices that change after the sample without a change in your order.
- Vague answers about the minimum order for the customization you need.
- No written approval step before production.
How do you compare custom gift suppliers?
Score each supplier from 1 to 5 on the same criteria, after you have seen their sample. Weight what matters most for your order: a fixed event date makes timing heavier; a museum or brand edition makes quality and customization heavier.
| Criterion | What to score |
|---|---|
| Sample quality | Engraving, finish, function and packaging of your sample |
| Clarity | Written answers to the eight questions; a clear approval step |
| Timing | Production time after approval plus delivery to your country, against your date |
| Customization range | Engraving, finish, packaging, private label, new designs |
| Total cost | Unit price plus packaging and delivery for your real quantity |
How OakiWay answers the checklist
| Question | OakiWay |
|---|---|
| Minimum order for custom work | Custom engraving from 100 units on most products; for new products (OEM), the minimum depends on product complexity. Standard designs from small quantities to large programs. |
| Samples | Free |
| Production time | Typically 2–4 weeks after sample approval |
| Shipping | Any country; delivery is included in your quote |
| Customization | Logo or name, quote or inscription, date or coordinates, custom finish, artwork, gift boxes, pouches, inserts and story cards, private label, exclusive editions, new designs from a prototype |
| Pricing | Quoted per project; volume pricing for institutional and multi-location programs |
| Reorders | Repeat production programs |
| Range | Brass compasses, sundial compasses and other brass keepsakes, shown with codes in our brass catalog (PDF); candle holder figurines also available wholesale and customizable |
Shops can also order our standard range through Faire, which offers Net 60 terms for brick-and-mortar stores and free returns on the first order; products bought through Faire may only be resold in physical shops. For direct orders, ask us about resale terms.
Related guides
- Custom engraved brass gifts: how a custom order works
- Private-label brass gifts for brands and online sellers
- Custom engraved corporate holiday gifts and a December order timeline
- Museums and heritage sites: our Museum & Heritage page
Custom gift supplier FAQ
Should I pay for a sample?
Policies differ by supplier, so ask before you request one. At OakiWay, samples are free.
How many samples should I request?
One of each design you are seriously considering, made with your own engraving. If you are comparing suppliers, ask each for the same design and wording so the samples are comparable.
How long does a custom order take after the sample?
It depends on the supplier. At OakiWay, production typically takes 2–4 weeks after you approve the sample, plus delivery to your country, which is stated in your quote.
What is a typical minimum order for engraved gifts?
Minimums vary by supplier and product. At OakiWay, custom engraving starts from 100 units on most products, and the minimum for a new product depends on its complexity.
Can I order samples from outside the US?
Yes. We take orders from any country and ship internationally; tell us your delivery country when you ask for a sample.
What if the sample is not right?
List every change in writing and ask for a corrected sample before you approve production.
Ready to see a sample? Send your design or catalog code, wording, quantity, country and date through the quote form on our wholesale page and ask for a free sample. Download our brass catalog (PDF) to choose a design.
Updated October 30, 2026. Terms as published on our Wholesale and Museum & Heritage pages on October 30, 2026. Sources: compass and magnetic north from NOAA's National Centers for Environmental Information, magnetic declination (checked October 30, 2026).