What documents procurement needs from a corporate gift supplier in India, and which ones a small maker can show you todayWhat documents procurement needs from a corporate gift supplier in India, and which ones a small maker can show you today

The usual vendor file, document by document

When an HR or admin team finds a gift supplier it likes, the next hurdle is procurement. Most Indian companies, whatever their size, want the same core papers before they release a purchase order or approve a payment:

1. GST registration (GSTIN). The supplier's 15-character GST number, so finance can account for the tax correctly. Finance usually checks that it is active.
2. Legal name and registered address. The name on the GST registration, which may differ from the brand name. A sole proprietor trading under a business name is common among small makers.
3. A written quotation. Items, quantity, branding, delivery, timeline and the price with GST shown separately or clearly included.
4. A tax invoice after the order, carrying your company's billing name, address and GSTIN, the supplier's GSTIN, and the tax charged.
5. PAN and bank details. Many vendor registration forms ask for the PAN and bank details on letterhead or a cancelled cheque, so payments go to the right account.
6. Contact and grievance details. A named person, an email and a phone number for disputes.

Some companies add an MSME (Udyam) certificate if the supplier has one, a signed code of conduct, or a non-disclosure clause if employee addresses are shared. These vary by company policy, so ask your procurement team for their own form.

Which papers matter for which order

Not every order needs the full file. A practical way to sort it:

• A one-off order of 10 to 30 gifts on a company card: most teams only need the quotation and the GST invoice with the right GSTIN.
• A festive order for the whole company, or a client list: expect full vendor registration, because the amount crosses an approval limit.
• Delivery to employees' home addresses: add a data clause. Your company is sharing personal addresses, so ask how the supplier uses and stores them.
• A repeat supplier for joining kits and anniversaries: register them once properly, and the later orders become simple.

Check one thing yourself before procurement does: search the GSTIN on the GST portal's public taxpayer search and see that the legal name matches what the supplier told you.

The documents, and where to get them from us

If you want to check us before involving procurement at all, here is who we are and how to check us.

What the gift itself looks like on paper

Procurement will also ask what exactly is being bought. Our corporate pieces are hand-poured soy wax candles made in Jalandhar. At shop prices per piece, GST included (your quote confirms the final price per gift with branding and delivery):

• Lotus Candle, Rs 349, a sculpted lotus in green and red or coral pink.
• Diya Candles, Rs 449, six terracotta-red wax diyas.
• Teddy Gift Candle, Rs 599, a teddy in a gift box ringed with roses, all one candle.
• Shankh Candle, Rs 799, a cream conch-shaped vessel with pink lotus blooms.

The full set of terms that goes with the quote (from 10 gifts, no minimum order value, logo on the tag, the note card or a wax seal, delivery to one office or every address, prepaid as set out in the quote) is on our corporate gifting terms page.

When we will not fit your procurement process

We are a small maker, not a corporate gifting company with a vendor team. If your process needs credit terms after delivery, a supplier on a government or group-wide approved list, insurance certificates, or a contractually fixed delivery date before the quote, a larger gifting company will clear your procurement faster. We are also the wrong supplier if the brief is tech gadgets, apparel or printed merchandise.

Send us your vendor form with the enquiry

Attach or describe your company's vendor requirements when you ask for a quote at raajkosh.com/corporate, or WhatsApp +91 85958 24586. The quote and the paperwork can then move together.