How to Order Business Cards for Your Team

For a company business card order, confirm the number of names, the quantity for each person and one approved design before production. A total quantity alone leaves room for mistakes: 1,000 cards for one employee is a different brief from 100 cards each for ten employees.

This guide helps office managers, founders and marketing teams organise an order that is easy to check and repeat. Start with the business card collection to choose a finish, then prepare the details below.

1. Choose one company design

Keep the logo, colours, type style and placement of contact information consistent across the team. Decide which details change from person to person and which belong to the company. An employee's mobile number may change; the main website and company name should not vary between files.

Standard business cards are a useful starting point for a clear contact-led design. If the tactile feel matters, compare velvet-laminated cards; if you want a metallic brand accent, consider gold foil cards. Check available stock and production requirements before approving a finish. Our business card finish guide explains what to compare.

2. Prepare one master contact list

Use a spreadsheet with one row per employee. Keep phone numbers as text so that country codes and leading zeros are preserved. Separate each field rather than sending a mixture of signatures, screenshots and messages.

• Employee name and job title, exactly as they should appear.
• Phone or WhatsApp number, email and any individual profile link.
• Company details shared by every card.
• Language version and any approved translation.
• Quantity for that employee and delivery group, if relevant.
• Approval status and the name of the person checking the proof.

For bilingual cards, have a fluent reviewer check both languages, including names and job titles. Use our business card content checklist to decide what deserves space on the card.

3. Set quantities by actual use

Someone attending weekly client meetings may need more cards than a colleague who rarely meets customers. Ask each department how cards will be used, check remaining stock and consider upcoming events. Avoid ordering a large surplus for roles or contact details likely to change.

Example: six people needing 200 cards each and four needing 100 each would require 1,600 cards across ten names. This is a planning example, not an available pack size or minimum order. Ask Laserco to confirm the quantities that can be produced for your chosen finish and how multiple names affect the quote.

4. Approve every name, not just the sample layout

Approve the overall design first, then check the individual proofs. Each employee should verify their own details, while one coordinator checks consistency across the order. Pay particular attention to long names, different title lengths and line breaks.

Test every unique QR destination and check that the front and back belong to the same person. Label the final files clearly, for example “EmployeeName-approved-v3”, and identify which version supersedes earlier files. Our artwork preparation guide covers file quality, trim and proofing.

5. Request a complete quote

Send the finish, number of names, quantity per name, artwork status, required date and delivery location. Ask for the available card stock and GSM, finished size, printing sides, any artwork or setup charges, VAT, delivery cost and production timing. Compare the complete order total using the same specification.

If the order is for an event, explain when the cards must be in your hands. Confirm the production schedule after the team has checked the artwork; sending an enquiry does not reserve a delivery date.

Make the next reorder easier

Keep the approved master design, final print files and a record of the confirmed specification together. When someone joins or changes role, supply the updated details and reference the earlier order. Ask the team to confirm stock and finish availability again rather than assuming they remain unchanged.

The lead image is an illustrative company mockup, not a customer project. Confirm physical colour and finish before production.