Home › Blog › How to Order Custom Hotel Key Cards: A Step-by-Step Checklist
OrderingHow to Order Custom Hotel Key Cards: A Step-by-Step Checklist
Most first-time key card orders stall not because the decision is hard, but because nobody on the property team has assembled the handful of details a print and encoding partner actually needs. This checklist covers exactly that, in the order we ask for it.
Work through it once and reordering later takes a fraction of the time, since we keep your specs and artwork on file.
Before you request a quote
Gather these five things: your logo file (vector if you have it, a photo or PDF if you do not), your target quantity, your current lock system or platform (so we know whether to encode RFID/proximity or magstripe), your preferred base color or finish, and a target in-hands date if you have a firm deadline like a property opening or renovation cutover.
The ordering sequence
| Step | What happens | Typical timing |
|---|---|---|
| 1. Quote request | Submit brand, quantity, and lock system details | Same day |
| 2. Mockup | Photo-real design proof returned for review | 24–48 hours |
| 3. Revisions | Free, unlimited rounds until approved | As needed, typically 1–2 rounds |
| 4. Approval & payment | Design locked, quantity and encoding confirmed, production begins | Same day as approval |
| 5. Production | Cards printed or foil-stamped, encoded, quality checked | 2–3 weeks |
| 6. Shipping | Tracked shipment to one or multiple addresses | Per quoted transit estimate |
Common mistakes that slow an order down
The most frequent delay is a property confirming quantity too late — if you are not sure yet, give us your best estimate and we will size a mockup around it; quantity can typically be adjusted up until you approve and pay. The second most common holdup is lock-system ambiguity: if you are not certain whether your property runs RFID or magstripe locks, check with your engineering or IT team before requesting a quote so the encoding is right the first time.
Ready to start your order? Get a custom quote — free mockups in 24–48 hours. Learn more about how we work, or browse more guides.
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