The gift sample has been approved. The order looks finished—until three different spreadsheets arrive with three different recipient totals.
Choosing the Farmley box is only the first sign-off. Before dispatch, give the order a second sign-off for where each box is going and who will receive it. That is the focus here; our gift-box contents guide covers the product selection itself.
Freeze one version of the list
Choose one person to own the final dispatch list. Give it a version and a cut-off time. Remove duplicate destinations, identify shared deliveries and check whether recipients need separate named packages or one office handover.
Keep the real list private. A public gift-planning article needs no names, phone numbers or addresses. Only share the delivery information required by the agreed dispatch process with the parties handling that process.
Describe the approved box precisely
Record the product reference, contents and any approved presentation details with the dispatch brief. The pictured Farmley Date Bites gift box is a product reference, not a promise that the same assortment or design is available for your date. Ask for the current offered version to be confirmed.
Do not let a packaging substitution travel on the strength of the old sample approval. If a different assortment or format is proposed, the person who approved the gift should approve the replacement before it is sent.
| Dispatch decision | Sign-off needed |
|---|---|
| Quantity | Final total reconciles with destination allocations |
| Product | Exact offered box matches the approval |
| Delivery | Address, receiving window and handover arrangement |
| Presentation | Only the customisation actually quoted |
| Exception | Named person decides a failed or changed handover |
Build an exception path before you need it
Ask what happens if the recipient is absent, a building refuses a delivery or an address changes after dispatch. Confirm any charge for another attempt and who can authorise it. A planned delivery date is not the same as a guaranteed handover to every person on a list.
If gifts will first come to your office, agree who checks the cartons, counts accepted boxes and manages the onward handover. Keep disputed quantities separate from the “ready to give” count.
Check the delivered batch against the use date
Ask for the label and date information relevant to the actual gift. Do not infer remaining shelf life from the photograph or a generic product description. Agree acceptance expectations with the supplier in time to resolve a mismatch before the gifting date.
For an illustrative control, a dispatch list of 40 boxes might contain 18 for Office A, 12 for Office B and ten for your own team. The total should reconcile to 40 at approval and again at dispatch. This is a counting example, not an order minimum.
Close with a record, not an assumption
Ask what proof of handover will be available under the quoted arrangement and how exceptions will be reported. File the final product approval, dispatch list version and accepted quantities together. No delivery fee, custom-printing service or replacement entitlement is assumed in this guide.
Send a gift enquiry with the box reference, destination count and required handover dates. The supplier can then confirm what can actually be offered, including GST, delivery and any separately quoted services.
Frequently asked questions
Does approving the gift sample approve dispatch?
Keep product approval and dispatch-list approval separate. Both should be settled before the order is released.
Can the gift-box design change?
Ask for the currently offered version and obtain approval for any proposed replacement. A reference photograph is not a stock guarantee.
Is personalisation included?
Only if specifically quoted and agreed. No custom-printing or packing service is promised here.
Who should hold the recipient list?
Use one nominated list owner and share necessary delivery information privately through the agreed process.
What if a delivery fails?
Use the exception process and charges agreed with the supplier. Do not assume a second attempt is free.