Quotation preparation
Custom medal order checklist: what to send for an accurate quote.
A clear inquiry reduces assumptions, makes supplier comparisons fairer and creates a stronger starting point for artwork, sampling and production planning.
Product use · artwork/reference · size · quantity · relief/color direction · plating/finish · ribbon · packaging · sample requirement · destination postal code · required arrival date. If an item is undecided, mark it clearly instead of leaving it unexplained.
Why a complete inquiry produces a better quotation
A custom medal is not a standard catalog item with one fixed price. Two medals with the same diameter can require different tooling, metal volume, relief work, color processes, ribbon and packaging. If suppliers receive different assumptions, their prices cannot be compared fairly.
The goal is not to solve every technical detail before contacting a factory. The goal is to describe the required outcome, identify what is fixed and show which decisions still need a recommendation.
1. Artwork or a useful visual reference
Send the best source available: vector artwork, a high-resolution logo, a sketch, a previous product or reference images. Explain which elements must remain exact and which can be adapted for production.
Useful notes include:
- Exact text, dates and spelling
- Brand colors or approved color references
- Elements that must appear on the front and back
- Whether the outline should follow the logo
- Examples of relief or finish you prefer
You do not need finished vector artwork to start. However, production artwork and specifications must be confirmed before tooling. See the custom medal design guide for preparation details.
2. Product use and recipient
Tell the factory whether the medal is for a marathon, football event, school award, corporate program, retail product or commemorative gift. Intended use helps the team recommend appropriate dimensions, attachment, finish and packaging.
Also identify the recipient experience. Will the medal be worn immediately, placed in participant packs, presented on stage or sold in a display box? This context can prevent expensive features that do not improve the final experience.
3. Size, thickness and weight direction
If a target size is known, provide the overall width and height. For an irregular shape, state which dimension controls the scale. If size is undecided, describe the intended feel: lightweight participation medal, standard event medal or substantial premium award.
Thickness and relief affect both appearance and metal volume. Deep three-dimensional modeling may require a different construction from flat color artwork. A reference product can be useful, but measurements are more reliable than a photograph alone.
4. Quantity per design
Quantity is required for meaningful unit pricing. It affects tooling allocation, production planning, packing and shipping. If the final number is not confirmed, request quotation tiers around the expected range rather than asking for a price with no quantity.
For example, state “approximately 1,000 pieces; please quote 500, 1,000 and 2,000 pieces.” Extra Dream’s standard MOQ is 500 pieces. If several designs share one order, list the quantity for each design rather than only the total.
5. Construction, color and relief
Describe whether the design should use raised and recessed metal, flat enamel color, three-dimensional relief, printing or a combination. If you are unsure, explain the visual result you want and allow the factory to recommend a practical process.
- 2D relief for clear levels and graphic logos
- 3D relief for rounded modeling and sculpted forms
- Enamel for controlled solid color areas
- Printing for gradients, very fine text or photographic details
- Cut-outs for silhouette and negative space
Every added process should support the design. More processes do not automatically create a better product.
6. Plating and surface finish
State the preferred metal direction—such as bright gold, silver, copper tone, satin or antique—or attach a finish reference. If the appearance is more important than the name, explain what you want: reflective, understated, historic, high contrast or warm.
Review our custom metal finish guide before approving a direction. Final tone and gloss should be checked on the physical sample rather than judged only from a screen.
7. Ribbon and attachment
For a medal, confirm ribbon width, length, color and whether printing, woven detail or another treatment is expected. Supply the exact logos and repeat pattern if the ribbon carries sponsors or event branding.
Also check the top loop and orientation. The medal should hang with the front facing correctly, and the loop should suit the ribbon or connector. If the product is a coin or pin instead, specify the presentation or attachment separately.
8. Individual packaging and export packing
Packaging affects both presentation and freight. State whether each medal needs a simple protective bag, backing card, pouch, gift box, insert or barcode label. For retail or event distribution, provide artwork and label rules before packing begins.
Do not describe packaging only as “standard” if a particular result is required. A reference image, dimensions and material direction reduce misunderstandings.
9. Sample and approval requirements
Confirm whether a physical sample is required and who has authority to approve it. At Extra Dream, a typical sample takes 7–10 days after artwork and specifications are confirmed.
Plan how feedback will be collected. One consolidated revision list is faster and safer than separate comments from several people. The approved sample, written specification and production artwork should identify the standard for mass production.
10. Destination and required arrival date
Provide the destination country, postal code and required arrival date in the first inquiry. The event date alone is not enough; products may need time for local distribution, participant packing or presentation preparation.
Production and transport must be evaluated together. The lowest freight price is not useful if the shipment misses a fixed event. Use the custom medal production timeline to plan approvals and delivery.
A complete custom medal inquiry example
We need 1,000 finisher medals for a trail race. The attached logo and mountain outline must be included. Target size is about 75 mm wide, with a cut-out and colored front. We prefer an antique silver or satin silver direction and a printed 25 mm ribbon. Each medal should be individually protected. Please include a physical sample. Delivery is to [postal code, country] by [date]. Please advise suitable thickness, relief and packaging.
This message gives the factory enough context to ask focused questions instead of rebuilding the brief through many separate emails.
How to compare supplier quotations fairly
| Check | Why it matters |
|---|---|
| Same dimensions and thickness | Metal volume and tooling assumptions must match |
| Same material and finish | Different constructions can look similar in a rendering |
| Same ribbon and packaging | Accessories can materially change the total price |
| Sample and tooling included or separated | Compare the complete project cost |
| Shipping basis and destination | Product price and landed cost are not the same |
| Approval standard | Know whether production follows artwork, sample or both |
For a complete procurement review, continue with the 10 things buyers must check when comparing custom medal quotes, including payment terms, quotation validity and the effective cost per usable medal.
Ordering FAQ
Questions before requesting a quote.
Do I need finished vector artwork?
No. A clear logo, sketch or reference can begin the discussion, but production artwork and specifications must be confirmed before tooling and sampling.
Why do you need the quantity?
Quantity affects unit pricing, production planning, packing and freight. A quotation without an estimated quantity is incomplete.
What delivery information should I provide?
Provide the destination country, postal code and required arrival date so production and transport can be reviewed together.
What is the minimum order quantity?
The standard MOQ is 500 pieces. Project details should still be reviewed because designs, packaging and quantities affect feasibility.