Ordering process and timeline for corporate merch in Cyprus | Merch Cyprus
From the first email to the dispatch note — the realistic timeline, the documents we exchange and the decision points along the way.
The end-to-end ordering process
A corporate merch order in Cyprus follows a predictable sequence: enquiry, brief, quote, sample approval, deposit, production, quality control, dispatch, delivery, invoice. Each step has a decision and a document. The whole programme usually runs from two weeks (stock product, low MOQ) to ten weeks (custom fabric, multi-SKU), with most stages being predictable. This page walks through what happens at each step, who signs what, and where the realistic delays sit.
Step 1 — Enquiry and brief
We start with a brief. A clear brief at this stage saves days later. The brief covers product type, quantity, decoration, deadline, budget, brand assets and any compliance constraints.
The minimum useful brief includes: product type and approximate specifications, quantity per SKU, decoration technique (if known), desired delivery date, country of delivery, and brand assets (logo, brand book, Pantone references). If the brief does not include a Pantone reference, we ask for one; if there is no Pantone, we offer a visual match from a standard palette.
The brief also flags any constraints: ESG or sustainability requirements, food-contact safety, GDPR issues, gender or size considerations, packaging rules, language requirements (Greek and English labels for the local market, Arabic for export to the Gulf, etc.).
Once the brief is clear, we respond within one working day with a structured response: a short summary of what we understand, a proposed product mix, and the questions we need answered before quoting. This document is the basis of everything that follows.
Step 2 — Quotation
We issue a written quotation in EUR, including unit price, setup costs, decoration tooling, optional add-ons, VAT treatment and a proposed timeline.
The quotation is valid for 14 days for stock products and 30 days for custom production, because of the mill-side cost fluctuations. The quote is broken down by line item: blank unit cost, decoration cost per piece, setup and tooling (one-time), optional services (packaging, fulfilment), and a logistics line item that depends on the delivery address.
For VAT treatment: domestic Cyprus clients pay 19% VAT via TaxisNet e-invoice. Clients in other EU countries with a valid VAT number are invoiced VAT-free under the reverse charge mechanism. Non-EU clients see a zero-VAT invoice with the relevant customs and import documents.
The quote also includes a draft timeline: sample production (3–7 working days), client approval of sample (3–10 working days, depending on client process), serial production (5–14 working days), QC and dispatch (1–3 working days), delivery (1–5 working days for Cyprus, 3–10 working days for EU, 7–14 working days for non-EU).
Step 3 — Sample and strike-off
We produce a physical sample (strike-off) with the agreed decoration and send it to the client for written approval before serial production starts.
For stock products the strike-off is typically 1–3 pieces with the agreed decoration applied. For custom products it is a pre-production sample from the mill, decorated and finished to the agreed specification. The strike-off carries the full unit cost (€35–€80 for stock products, €150–€400 for fully custom) and is credited against the final invoice on orders above 200 pieces.
Strike-off approval is the single most important decision in the process. Once the client approves the strike-off in writing (email is fine, signed PDF is better), serial production starts. Changes after this point are expensive — re-tooling for a print or a different fabric colour adds 5–10 working days and incurs the cost of the materials already cut.
Some clients ask for a digital proof only. We can provide a print-ready PDF or a 3D render for layout sign-off, but we always recommend a physical sample before serial production. Digital proofs do not show how the fabric behaves under the decoration or how the colour reads in person.
Step 4 — Deposit and serial production
On strike-off approval we issue a TaxisNet e-invoice for the deposit (typically 50% of the order value, 30% for larger recurring programmes). Serial production starts on receipt of the deposit.
The deposit is non-refundable once the supplier has cut fabric or committed raw materials. For stock products the deposit is held as a credit against the final invoice. We document the cancellation terms clearly in the order confirmation so there are no surprises.
Serial production starts at the mill or the workshop within 1–3 working days of deposit receipt. We monitor production remotely with the supplier's own QC team and schedule an in-person inspection at the agreed AQL threshold (AQL 1.0 for premium, AQL 2.5 for standard, AQL 4.0 for giveaways).
Mid-production updates are sent at the agreed checkpoints: usually at fabric cut, at decoration setup, and at final QC. For multi-week productions we schedule a physical visit at the halfway mark. The visit report is shared with the client.
Step 5 — Quality control and dispatch
Once serial production is complete, we run a final AQL inspection on a sample of the finished goods. Pieces that pass are packed; pieces that fail are reworked or scrapped.
Final inspection is performed against the approved strike-off. The inspector checks decoration quality, dimensions, colour, functionality (zips, lids, charging ports, etc.) and packaging. Pieces outside the agreed tolerance are set aside; the AQL threshold determines how many can fail before the lot is rejected.
Once the lot passes, we pack for dispatch. Packaging options include bulk (single carton per SKU), retail-ready (individual boxes with barcodes), gift-ready (individual wrap, ribbon, insert card) and bespoke (client-specified gift box). The choice is set in the brief and quoted accordingly.
Dispatch happens via Cyprus Post, ACS Cyprus, or DHL Express Cyprus depending on the destination and the urgency. We send the dispatch note on the day of collection and the tracking reference as soon as the carrier provides it.
Step 6 — Delivery and invoice
On dispatch we issue the final TaxisNet e-invoice for the balance. For domestic Cyprus clients this is the VAT-inclusive invoice; for EU reverse-charge clients it is zero-VAT with the client's VAT number recorded.
For domestic Cyprus clients, payment of the balance is due on delivery confirmation (or net 30 days for established recurring clients). For EU reverse-charge clients, the balance is due net 30 days from invoice date. For non-EU clients, payment is typically by bank transfer in EUR or USD before dispatch, with the customs documentation attached to the shipment.
Delivery is to the address specified in the order. For multi-location deliveries within Cyprus, we add a logistics surcharge per additional address (typically €5 per drop). For hotel or event deliveries we coordinate with the venue's receiving team and require a delivery window and a contact name.
After delivery, we run a satisfaction check at an agreed interval (typically 14 days) to confirm that the goods arrived in good condition and that the client's internal feedback is positive. This is the start of the warranty and claim process if anything is amiss.
Frequently asked questions
How long does a typical order take from brief to delivery?
For a stock product with low MOQ, 10–14 working days from brief to delivery in Cyprus. For a custom production with EU sourcing, 25–35 working days. For a fully custom programme with bespoke packaging and multi-SKU, 40–60 working days. These are realistic working-day counts; calendar weeks are longer.
Can you expedite a rush order?
Yes, with a rush surcharge of 25–35% for production compression and dedicated workshop slots. We can deliver a small stock order in 5–7 working days when needed for a time-sensitive event. Rush orders above 500 pieces are usually not realistic because the production window cannot be compressed below the mill's natural cycle.
What is the deposit amount?
50% of the order value for new clients and one-off programmes. 30% for established recurring clients with a 12-month history. 100% for small orders under €500 net. The deposit is invoiced via TaxisNet e-invoice and is non-refundable once raw materials have been committed.
Who owns the artwork and tooling?
The artwork (logo, design files) remains the property of the client. The decoration tooling (screens, embroidery discs, laser programmes) is owned by the supplier and stored for repeat use. We keep tooling for 24 months after the last order; after that we discard or recycle it unless the client asks for its return.
What happens if the goods are damaged in transit?
We photograph the package on arrival at our warehouse, photograph the contents on opening, and file a claim with the carrier within 48 hours. The client receives a replacement or a credit at their option. The carrier's liability is limited per their terms; we carry additional insurance for high-value shipments.
Can you deliver directly to multiple locations in Cyprus?
Yes. Standard delivery is to a single address in Limassol, Nicosia, Larnaca or Paphos. Multi-location delivery is priced at €5 per additional drop within the same city, €10 per additional drop between cities. For 10+ locations we move to a flat logistics line item or FOB Limassol pickup.
Is Corp-Merch a partner or official sponsor of any events or brands covered on this page?
No. Corp-Merch coordinates merchandise-side work in B2B programmes and is independent of event organisers and brand owners.
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