Promotional products price: what it depends on and how to save
Ask two suppliers for a quote on "500 pens with our logo" and you may get two very different figures. That does not necessarily mean one of them is overpriced. The promotional products price is made up of several parts: the product itself, the branding technique, the number of print colours, the set-up work, the packaging and the delivery. Once you know how the price is built, you can compare quotes fairly and find where to save without sacrificing quality.
In this article we explain how promotional gifts with logo are priced, why quantity changes the unit price and what information you should send to receive an accurate quote. We do not quote specific euro amounts here – they always depend on the product and the details of your order.
Why promotional gifts have no single list price
A product on a shop shelf has one price. A branded product, however, is made to your order, and its price is the sum of several decisions. The same water bottle can cost very differently depending on whether the logo is printed in one colour on one side, laser engraved, or covered with a full-colour design on several sides.
Quantity, the packaging you choose and whether the gifts go to one office or to several addresses also affect the price. That is why only a quote that takes all of these factors into account gives you an exact figure.
It is also worth looking beyond the cost of a single item. A cheap product whose print fades after a few washes, or whose lid leaks, does nothing for your brand and may even harm it. A more expensive item that stays in use for years creates a new contact with your logo every time it is used. So it makes sense to judge not only the unit price, but also how long and how often the gift will really be used and how many people will see it.
What makes up the promotional products price
Product price and quantity breaks
The starting point is the price of the product itself. Supplier price lists are usually built in quantity breaks: the larger the quantity, the lower the price per piece. Material, model, colour options and whether the product is a standard item or made to order also play a role.
Print method and number of colours
The branding technique is the second large part of the price. With many methods every additional colour means separate preparation and a separate print run. A one-colour logo is therefore generally cheaper than a multi-colour one. The size of the print area and the number of print positions matter too – a logo on both sides of a product means more work than a logo on one side.
Preparation: set-up, screens and digitising
Before production the machine has to be prepared. Screen printing needs a screen, pad printing a cliché, and for embroidery the logo is digitised into a stitch programme. This is one-off work that is done whether you order ten pieces or a thousand. If the logo file is not print-ready, designer time may be added.
Packaging and delivery
An individual gift box, an accompanying card or separate packing adds labour and material costs. Shipping costs also depend on whether the whole order goes to one place or the gifts are sent to recipients individually.
How quantity affects the unit price
The set-up cost is the same for a small and a large order. Spread over a thousand items, its share in the price of one piece is negligible. Spread over ten items, it raises the unit price noticeably. This effect is known as economies of scale.
That does not make a small quantity a bad choice. For executive gifts, sets for key clients or a pilot campaign, a smaller and more carefully planned order is often more sensible than a large stock of unused products. What matters is choosing consciously: do you prefer a lower unit price or a lower total cost? For large events and campaigns, small giveaways work well, as a larger quantity keeps the unit price reasonable.
Choosing a print method and its effect on price
Each method suits a different material and quantity. The table below helps you see when each technique pays off.
| Method | Best for | Quantity profile |
|---|---|---|
| Screen printing | Textiles, bags, larger flat surfaces, logos with few colours | Medium and large quantities |
| Pad printing | Small and curved surfaces, e.g. pens and key rings | Medium and large quantities |
| UV printing | Detailed, full-colour designs on hard surfaces | Small and medium quantities |
| DTF printing | Multi-colour logos on textiles | Small and medium quantities |
| Embroidery | A premium, durable result on textiles | Any quantity; price depends on the stitch count |
| Laser engraving | Metal, wood, glass and some leather goods | Small to large quantities |
For example, screen printing is very cost-effective for large quantities with few colours, but every colour needs its own screen. Pad printing makes it possible to brand small and curved items. DTF printing is a good fit when the logo has many colours and the quantity is smaller. The price of embroidery depends mainly on the stitch count, in other words the size and density of the logo. Laser engraving needs neither inks nor screens, which makes it well suited to smaller batches and personalisation. You can see all methods on our services page.
How to get an accurate quote quickly
The more precise your request, the fewer follow-up questions are needed and the sooner you receive a quote you can compare. Include:
- the product or category – a specific model or at least a category and budget range;
- the quantity – several options if you like, to see the effect of quantity breaks;
- the logo file – preferably in vector format (AI, EPS, PDF or SVG);
- colours – the number of colours and, if needed, Pantone shades;
- logo position and size – one or several print positions;
- your deadline – when the gifts need to arrive;
- the delivery address – one address or several recipients.
Production and delivery times depend on the product and the method, so be sure to confirm them in the quote. You can browse suitable products in our product catalogue first and send your request via the contact form.
Ways to save without sacrificing quality
- Reduce the number of colours. Many logos work well in a single colour, which cuts preparation and print runs.
- Choose standard colours. A product in its standard colour is usually cheaper than one dyed to order.
- Combine orders. If the same logo goes on several products or campaigns, one combined order can help keep set-up costs down.
- Plan early. A rush order limits your choice and may require more expensive solutions. Starting earlier lets you choose both the product and the method calmly.
- Use print-ready files. A clean vector file avoids extra work and repeated approval rounds.
- Choose the product for the recipient. A useful product gives more visibility than an expensive item that ends up in a drawer.
Taxes affect the real cost in Estonia
In Estonia, taxes are worth considering alongside the price. According to the Estonian Tax and Customs Board's guidance on promotional gifts, the following principles apply:
- a promotional gift to a non-employee is free of income tax if it costs up to 21 euros excluding VAT and carries the company logo;
- if the gift costs more than 21 euros, income tax at 22/78 is charged on the full cost, not only on the part above the limit;
- VAT is not charged on a gift costing up to 10 euros excluding VAT; for a set, the costs of the items are added together;
- gifts to employees are fringe benefits, and the 21-euro rule does not apply to them.
As a result, a gift costing just over 21 euros can turn out considerably more expensive for the company than a slightly cheaper alternative, because the 22/78 rate applies to the whole cost. If your budget is close to the limit, it pays to adjust the contents of the set or the packaging so that the total stays below it.
Frequently asked questions
Why does the price per piece drop as the quantity grows?
Preparation and set-up costs are one-off. With a larger quantity they are shared across more items, and supplier quantity breaks also give a better price for the product itself.
Is design included in the price?
That depends on the work. Simply placing a logo is usually part of preparing the quote, whereas creating a new design is separate work. Ask about it in the quote and have a look at our advertising design service.
Is VAT included in the quote?
Quotes for business customers often show prices excluding VAT, but always check this on the quote so that you compare like with like.
Why do two quotes differ?
The difference usually comes from a different product, print method, number of colours, print area, packaging or delivery terms. Compare quotes line by line and make sure they include the same components.
Logotrade has been helping companies choose and brand promotional gifts since 2004. Find ideas in our past projects and read more in our other blog articles.
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