Corporate Gifting RFP Template for Procurement Teams

Updated September 2026.

What should a corporate gifting RFP include?

Eight sections cover most procurement needs: (1) scope — occasion, recipient count, categories of gift; (2) budget — per-person range and total; (3) timeline — order date, delivery deadline; (4) branding requirements — logo, colours, personalisation; (5) compliance — GST registration, GeM listing if relevant, PO/invoice process; (6) quality expectations — sample/mock-up requirement; (7) references — client list or case examples; (8) commercial terms — MOQ, payment terms, replacement policy. Vendors who can't answer all eight clearly in one response are worth a second look before shortlisting.

Why does GeM (Government e-Marketplace) vendor status matter?

If your organisation is a government body, PSU, or a private company with government-linked compliance requirements, sourcing from a GeM-registered vendor simplifies procurement approval and audit trails. Meru Gifting is a GeM vendor, alongside serving 150+ private-sector brands including Tanishq, HDFC Bank, Amazon and Infosys — ask us for our GeM listing details directly if your RFP process requires them on file.

How do we compare vendor quotes fairly in an RFP process?

Send the identical brief — same headcount, budget, branding requirement, timeline — to every vendor you're evaluating, and request quotes broken down by unit price, branding cost, GST and delivery. Comparing a bundled "all-in" quote from one vendor against an itemised quote from another hides real cost differences. Also request a physical or photographed sample from each shortlisted vendor before final selection; catalogue photos can differ from delivered quality.

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What compliance documents should the RFP require from a vendor?

Ask for: GST registration certificate, sample GST invoice format, PO acceptance process, and GeM listing if relevant to your organisation. GST input tax credit on goods given as gifts is blocked under Section 17(5)(h) of the CGST Act, and gifts to employees above ₹50,000 in a year are treated as supply — your vendor should be able to issue a compliant GST invoice regardless, since that's a documentation requirement separate from ITC eligibility. Confirm this with your CA for your specific accounting treatment.

How many vendors should we include in an RFP process?

Three to four is usually enough for a fair comparison without dragging the process out — more than five vendors rarely adds meaningfully different options and slows decision-making. For orders above 500 pieces or above ₹5 lakh in value, most procurement teams we work with run a formal 2–3 vendor shortlist with a mock-up requirement before final award.

Can Meru Gifting respond directly to a formal RFP or tender?

Yes. Send your RFP document to hi@merugifting.com or share the brief on WhatsApp, and we'll respond with an itemised quote, GST invoice sample, references from our 250+ institutional clients, and a proposed mock-up timeline — typically within 2–3 working days for a standard scope.