Custom RFID Card Procurement Checklist

1. Intended use and compatible system

Replace “we need smart cards” with a workflow: who carries the card, which device reads it, what information is required and how a failed reading is handled. Hotel keys, membership cards, employee badges and phone-tap business cards have different system requirements. Provide reader models, the integrator specification, the chip reference or authorised sample information. If the chip remains undecided, make compatibility review the first step. Avoid comparing cards solely by appearance, frequency or price, and keep access keys and personal lists out of public inquiry messages.

• Use case, reader and system requirements
• Specified chip or unresolved selection conditions
• Sample-test owner and acceptance criteria

2. Physical construction and artwork

State dimensions, thickness, material, one- or two-sided printing, surface finish and additional processes. Supply production artwork and review fonts, bleed, serial placement and any QR or barcode area. If foil, embossing, holes or a shaped outline are required, request a finished sample of the combined construction. Screen colour alone is a weak production reference. Agree a physical colour sample or another comparison method accepted by both parties and keep the final artwork revision with the purchase record.

3. Serial numbers, encoding and data handover

Define whether printed serials, barcodes, chip identifiers and business accounts must correspond. Identify whether the factory or purchaser writes the data. Agree sample columns, the identifier range, uniqueness rules and a handover list. Review updateable NFC content separately from content intended to be locked, and verify data before any final lock operation. For access, stored value or protected systems, have the integrator own or expressly authorise the data process instead of treating credential management as an ordinary printing step.

4. Samples, quantities and acceptance

Provide quantities for the first order and anticipated replenishment, the destination and requested arrival date. Ask the supplier to confirm the applicable minimum, sample plan and production schedule. Test samples in the actual system and retain an approved visual and functional reference before production. The quotation should make the scope of printing, finishes, encoding, packaging and shipping clear. Include quantity checks, inspection, treatment of visual or functional failures and the approved revision for replenishment in the purchase order.

5. Prepare a quotation-ready brief

Organise the brief in this order: intended use; reader and chip requirement; material and dimensions; printing and finish; serials and encoding; quantity; packaging; delivery destination and date; sample acceptance. Mark unknowns as “to confirm” and attach the device details or drawings needed to resolve them. A complete brief makes proposals easier to compare and concentrates discussion on the conditions that affect compatibility, cost and delivery.