Procurement · May 11, 2026 · 10 min read
Corporate Gifting RFP/RFQ Template for India: A Free Downloadable Procurement Guide
A ready-to-use RFP and RFQ template for Indian procurement teams evaluating corporate gifting vendors — evaluation criteria, scoring rubric, vendor questionnaire, T&C clauses, and a sample PO structure. Download the PDF and adapt to your organisation.
By Corpokit Editorial, Content Team
Every year, hundreds of Indian procurement teams issue RFPs and RFQs for corporate gifting — and most are incomplete. They ask for price but not for sample turnaround. They check GSTIN but not HSN-coded invoice samples. They request delivery dates but not liquidated-damage clauses. The result: delayed Diwali drops, misprinted logos, and audit headaches. This guide and the accompanying downloadable template fix that. It is based on the 200+ RFPs and RFQs we've responded to since 2022.
Why Most Corporate Gifting RFPs Fail (And How to Fix Yours)
Vague scope. 'We need 500 gifts for employees' is not a spec. A proper RFP states: recipient count, budget per kit, occasion, delivery date, delivery model (bulk to HQ vs pin-code-routed), customisation requirements, and packaging expectations.
No sample approval gate. The most common failure mode: bulk production starts before the buyer sees a physical sample. The RFP must include a two-stage process — (a) sample submission and approval, (b) bulk production only after sign-off.
Price-only evaluation. The cheapest vendor wins, then misses the delivery date by two weeks. RFP evaluation should weight price at 20–25% of the total score, with quality, customisation, logistics, and compliance making up the rest.
Missing logistics detail. 'Deliver to Delhi' is insufficient. The RFP must specify: metro vs Tier 3 coverage, per-recipient vs bulk dispatch, POD requirement, and who handles returns/replacements.
No compliance documentation. GSTIN alone is not enough. The RFP should require sample invoices, e-way bill samples, MSME certificate, and (for regulated buyers) anti-bribery declarations.
The 100-Point Vendor Scoring Rubric
Product quality & range (25 points). Does the vendor offer the categories you need? Can they show physical samples? Do they have QC process documentation? Are product certifications (BIS for electronics, FSSAI for food) available?
Customisation capability (20 points). Can they handle your branding methods — screen print, DTF, UV DTF, laser engraving, embossing? Do they have in-house design support? What's their sample-to-bulk turnaround?
Pricing transparency (20 points). Is the quote itemised per SKU? Does it include GST split (CGST/SGST or IGST)? Is freight included or separate? Are there hidden charges for artwork, setup, or sampling?
Logistics & pan-India reach (15 points). Do they deliver to your full recipient list? Can they handle pin-code-routed dispatch with per-recipient POD? What's their Tier 3 track record?
Post-delivery support (10 points). Replacement policy for defects? Response time for queries? Dedicated account manager or ticket-based?
Compliance documentation (10 points). KYC pack completeness? Sample HSN-coded invoice? Data-handling policy? Artwork-retention commitment?
Minimum qualifying score: 70/100. Any vendor below 70 is disqualified regardless of price.
The Ready-to-Send Vendor Questionnaire
Section A: Company Profile. Legal name, registered address, year of incorporation, PAN, GSTIN, MSME/Udyam status, number of employees, annual turnover (last 3 years), key client references (with contact permission).
Section B: Product & Customisation. Product categories offered, minimum order quantities per SKU, sample turnaround time, bulk production lead time, branding methods available, in-house design support yes/no, packaging options (standard vs custom).
Section C: Pricing. Request itemised quote for the exact SKUs and quantities in your scope. Include: per-unit base price, GST rate and split, freight cost, artwork/setup charges, sampling charges (refundable against order or not), and any volume-discount thresholds.
Section D: Logistics. Delivery model options (bulk to single address vs pin-code-routed), coverage pin codes, courier partners, average delivery timeline for metro vs Tier 3, POD requirement, returns/replacement process.
Section E: Compliance. KYC document checklist, sample HSN-coded invoice, data-handling and NDA policy, anti-bribery declaration (for regulated buyers), artwork-retention period, and any industry-specific certifications.
Standard T&C Clauses Every Gifting Agreement Needs
Sample approval. 'No bulk production shall commence until the Buyer has approved a physical sample in writing. The Vendor bears all sample-production costs.'
Delivery SLA. 'Delivery shall be completed by [DATE]. Liquidated damages of 1.5% of the order value per week of delay shall apply, capped at 10% of total order value.'
Quality & replacement. 'All goods shall conform to the approved sample. Defective, damaged, or incorrectly branded items shall be replaced at the Vendor's cost within 7 business days of notification.'
Invoice compliance. 'Every invoice shall carry per-line HSN codes, GST split (CGST/SGST or IGST), and the Buyer's legal name and GSTIN where applicable.'
Data handling. 'Recipient lists shared by the Buyer are confidential. The Vendor shall use them solely for order fulfilment, retain them no longer than 12 months post-delivery, and destroy them securely thereafter per DPDP Act 2023 requirements.'
Artwork retention. 'The Vendor shall retain production artwork, print files, and dispatch manifests for 36 months from the date of delivery for audit purposes.'
Download the Template and Get Started
Download the full RFP/RFQ template. A 12-page PDF with the complete vendor questionnaire, 100-point scoring rubric, standard T&C clauses, sample PO structure, and a vendor comparison matrix. Download PDF.
How to use it. (1) Replace bracketed placeholders with your organisation's name and logo; (2) Adjust the product categories and quantities to match your programme; (3) Set your evaluation-weight preferences; (4) Send to 3–5 vendors; (5) Score responses using the rubric; (6) Shortlist and negotiate.
Need help running the RFP process? Corpokit works with procurement teams at BFSI, pharma, manufacturing, and hospitality buyers across India. We can respond to your RFP as a vendor, or consult on your RFP design as a subject-matter expert. Contact our procurement team for a no-obligation discussion.
Related reading: How to Build a Procurement-Compliant Corporate Gifting Program, In-House vs Outsourced Corporate Gifting, and Corpokit vs Local Karol Bagh Vendors.
Frequently Asked Questions
When should I use an RFP versus an RFQ for corporate gifting?
Use an RFP when you are selecting a long-term gifting partner — annual framework agreement, multi-occasion programme, or complex customisation (embossing, bespoke packaging, pan-India distribution). Use an RFQ when you have a defined product spec, a known vendor shortlist, and a single PO to place — e.g., 500 identical bottles for a Diwali drop. The RFP evaluates capability and fit; the RFQ evaluates price and speed.
What KYC documents should I request from a corporate gifting vendor?
Minimum: PAN card, GSTIN certificate, MSME/Udyam registration (if claiming MSME preference), cancelled cheque, and three-year ITR (or shorter with explanation for newer firms). For BFSI and pharma buyers, add: anti-bribery self-declaration, data-handling note (DPDP/GDPR), and sample HSN-coded invoice.
How do I score vendors objectively in a corporate gifting RFP?
Use a weighted scoring matrix. Our template recommends: Product quality & range (25 points), Customisation capability (20 points), Pricing transparency (20 points), Logistics & pan-India reach (15 points), Post-delivery support (10 points), and Compliance documentation (10 points). Require a minimum 70/100 to qualify. Never let price alone decide — the cheapest vendor on an RFP is often the most expensive on a rework.
What T&C clauses are essential in a corporate gifting vendor agreement?
(1) Sample approval gate — no bulk production until physical sample is signed off; (2) Delivery SLA with liquidated damages (typically 1–2% per week of delay); (3) Replacement policy for defects — 100% replacement at vendor cost for goods failing QC; (4) GST and HSN compliance — per-line HSN coding on every invoice; (5) Data handling — recipient lists shared under an NDA with DPDP-compliant destruction protocol; (6) Artwork retention — vendor retains production artwork for 24–36 months for audit.