Company Swag Pack Order Form for New Hires

Welcome New Team Members with Branded Swag

First impressions matter, and nothing says "welcome to the team" quite like a thoughtfully curated company swag pack. Whether you're onboarding remote employees, hybrid workers, or office-based team members, getting branded merchandise to new hires quickly and accurately is an essential part of the employee experience.

Our Company Swag Pack Order Form for New Hires template transforms what's often a scattered, manual process into a streamlined digital workflow. Built with Paperform, this template helps HR teams, operations managers, and people ops professionals collect all the information needed to get the right swag to the right person at the right time.

Why Use Paperform for Swag Pack Orders?

Managing swag distribution manually—through email chains, spreadsheets, and follow-up messages—creates unnecessary friction during an already busy onboarding period. This template brings everything into one professional, on-brand form that new hires can complete in minutes.

With Paperform's intuitive doc-style editor, you can customize this template to match your company's branding, add your logo, adjust bundle options, and include any special instructions—all without touching a line of code. The form captures essential details like clothing sizes, preferred bundle options, office location, start date, and shipping information, then automatically routes that data wherever you need it.

Perfect for HR Teams and Growing Companies

This swag pack order form is ideal for:

• Human Resources teams managing onboarding workflows and employee experience initiatives
• Operations managers coordinating merchandise ordering and inventory
• Startup founders scaling their teams and standardizing the new hire experience
• People ops professionals at companies with remote, hybrid, or distributed workforces
• Office managers handling internal requests and employee satisfaction programs

The template works beautifully for companies of all sizes, from fast-growing startups sending welcome boxes to fully remote teams, to established businesses with multiple office locations coordinating local pickup and shipment.

Key Features That Save Time

Preset Bundle Options: Rather than asking new hires to pick individual items, offer curated swag packs (Essential, Deluxe, or Premium bundles) that make decision-making quick and ensure everyone gets a balanced selection of branded gear.

Comprehensive Size Collection: Capture t-shirt, hoodie, and hat sizes all in one place, reducing back-and-forth emails and sizing mistakes that lead to returns and delays.

Smart Conditional Logic: Use Paperform's built-in conditional fields to show shipping address fields only when needed, or display different bundle descriptions based on role or department.

Office Location Selection: For hybrid companies, let new hires indicate their primary office location or specify if they're fully remote, helping your team coordinate whether items should be shipped or held for pickup.

Start Date Coordination: Collect the employee's start date to ensure swag arrives on time—ideally on or just before their first day—creating that memorable welcome moment.

Automate Your Swag Workflow with Stepper

Once a new hire submits their swag preferences, the real magic happens behind the scenes. Connect this Paperform template to Stepper (stepper.io), your AI-native workflow automation tool, to create an end-to-end swag fulfillment process with zero manual effort.

Here's how a typical automated workflow might look:

1. Submission triggers notification: When a new hire completes the form, Stepper instantly notifies your operations team via Slack or email
2. Update inventory system: Automatically log the order in your inventory management tool or Google Sheets to track stock levels
3. Create fulfillment task: Generate a task in Asana, Monday, or your project management tool with all the details needed to pack and ship
4. Send confirmation to employee: Trigger a personalized welcome email to the new hire confirming their selections and providing estimated delivery dates
5. Track shipment: Once items ship, automatically send tracking information and update the employee record in your HR system

This level of automation means your HR team can focus on strategic onboarding initiatives instead of chasing down t-shirt sizes and shipping addresses.

Customize for Your Brand and Process

Every company's swag program is unique, and Paperform makes it easy to adapt this template to your specific needs:

• Add your branding: Upload your logo, apply your brand colors, and choose fonts that match your visual identity
• Modify bundle options: Adjust the Essential, Deluxe, and Premium packs to reflect your actual merchandise offerings
• Include product images: Add photos of each swag item or bundle so new hires can see exactly what they're getting
• Collect additional preferences: Add fields for jacket sizes, accessory preferences, dietary restrictions (if including snacks), or personalization options
• Set up approval workflows: For premium bundles or special requests, route submissions through a manager approval step before fulfillment
• Integrate with your tools: Connect to your CRM, HR system, inventory software, or communication platforms

Data Security and Privacy

Paperform is SOC 2 Type II compliant, meaning your new hire data is protected with enterprise-grade security measures. Submissions are encrypted, and you maintain full control over who can access employee information. For larger organizations, features like SSO, roles and permissions, and data residency controls ensure compliance with internal policies and regulations.

Pricing and Getting Started

You can start using this template on Paperform's free plan for simple swag orders, then upgrade to Essentials, Pro, or higher tiers as your team grows and you need more advanced automation, conditional logic, and integrations. All plans offer generous submission limits and predictable pricing, so you won't be surprised by per-form charges as your hiring scales.

The Bottom Line

A well-executed swag program isn't just about branded t-shirts—it's about making new employees feel valued, connected, and excited from day one. By digitizing and automating your swag pack order process with this Paperform template, you create a consistent, professional onboarding experience that scales effortlessly as your company grows.

Whether you're sending swag to five new hires or fifty, this template ensures everyone gets exactly what they need, when they need it, with minimal manual work for your team. Start with our template, customize it to match your company's style and process, then connect it to Stepper or your favorite tools to automate the entire fulfillment workflow.

Ready to level up your employee onboarding? Get started with our Company Swag Pack Order Form template today and give every new hire the warm welcome they deserve.