Updated on June 17, 2026

The following terms and conditions (the “Terms”) apply apply to working with Earthlight for the purchase of bulk unbranded and customized, branded orders for corporate and organizational events and gifting (“Promotional Products”) and are applicable in addition to the Terms of Service for the www.earthlight.eco website. Your purchase (as “Purchaser”) and use of Promotional Products through us constitutes your agreement to follow and be bound by these Terms. 

Invoice Work Orders: Your customized Invoice Work Order reflects all information for your order. Please review carefully and confirm the shipping address, item info (including quantity, colors, sizing), artwork info and delivery details. By submitting Invoice payment, you agree your Invoice Work Order is correct/approved. No credit will be issued for errors on sales work orders after approval. Orders may not be canceled once production has begun. 

Incremental Costs: As the project progresses, you may wish to request pre-production samples of your branded item (a sample that is printed with your artwork and is sent to you for final approval before printing the full order), decide to add colors/additional art placements or make other art changes different from your Invoice Work Order and/or beyond typical one-round approvals that may incur additional costs. Any such Incremental Costs will require your written approval to be added to your final invoice before proceeding. 

Artwork: Earthlight uses art, logos and other materials (Artwork) supplied by our customers to provide products and services. Earthlight assumes no responsibility for determining the proper ownership or proper use of the Artwork.

By submitting Artwork to Earthlight for use on a product, customers shall defend and hold harmless Earthlight for the use of any Artwork and for breach of this warranty. Customers shall also indemnify, hold harmless, defend and absolve Earthlight, its affiliates and licensors for and against all claims, liabilities and expenses arising out of or related to any actual or alleged infringement or misappropriation of any copyright, trademark, logo or other proprietary rights or merchandise. This directive will remain in effect after delivery of products.

Proofs: On all orders, Earthlight will send a proof of the artwork, showing the imprint, imprint size and imprint color(s). Typically invoice Work Orders allow for one round of proofs and any necessary changes before incurring Incremental Costs.

All orders will remain on hold until respective written approvals are received for proofs. Delivery timelines may be impacted accordingly.

Please review proofs carefully for any errors and to ensure it matches your Invoice Work Order. This includes, but is not limited to:

• Spelling
• Missing type
• Copy
• Logo
• Logo size
• Layout/Orientation
• Imprint color
• Item Size
• Item description
• Item colors

Credit will not be issued for art errors after approval. Since your order goes into process as soon as artwork is approved, we are unable to allow for changes, corrections or cancellations in most cases.

Note, we typically print in CMYK and therefore PMS/brand colors cannot be matched. Some of our papers, including kraft browns, paperboards, textured Earth and seed papers, include natural flecks and imperfections that are part of the product and also may cause slight print and color variations. 

Payment: Typically, 50% of material and printing costs + set-up fees are due to commence project; remaining 50% of material cost + shipping will be billed upon delivery of all final items. You may receive an invoice with credit card payment link or request ACH or wire details. Please note a 3% convenience fee will be added for credit card payments to support our small business.

If any invoices are not paid when due, Purchaser agrees to pay all unpaid past due invoice balances WITH INTEREST thereon at the ANNUAL RATE OF INTEREST NOT TO EXCEED ONE AND ONE-HALF PERCENT (1 1/2%) PER MONTH (18% PER ANNUM) OR THE HIGHEST RATE PERMITTED BY APPLICABLE LAW, WHICHEVER IS LESS. The Purchaser agrees to pay a service charge of $35.00 (or the highest amount allowed by law) for each check that is returned for insufficient funds. Additionally, the Purchaser understands and agrees that Purchaser will be responsible for any collection cost, litigation cost, and /or reasonable attorney’s fees (where allowed by law) in connection with any delinquent amount of Purchaser (whether or not suit is filed).

Purchaser also agrees to examine immediately upon receipt, each of Earthlight’s statements and invoices, and to advise Earthlight of any disputed invoices, transactions or statements within ten (10) days of receipt, together with a written statement specifying the reasons for such dispute. Failure to notify Earthlight of any dispute with respect to defective merchandise or billing shall constitute a waiver of all such disputes.

Spoilage: Certain print vendor policies include a 2-3% Spoilage rate (allows for a 2-3% failure) on all decorated items. Should this occur, Earthlight may request additional replacement product cost as needed.

Shipping: We typically ship via a carrier method with a guaranteed delivery date. In the event of any unforeseen carrier-specific shipping delays out of our control, Earthlight will not be able to issue any refunds. 

Returns: All sales are final. No items will be accepted for return without prior authorization or approval by Earthlight. Unauthorized returns will be refused and returned to sender.

Products that are not imprinted correctly will be replaced at no charge. All such returns require written approval and must be advised within 10 days of original shipment, including description and photos of the issues.

For any other Earthlight-approved returns, un-imprinted products will be subject to a 20% restocking charge.

Acceptance of these Terms and Conditions: Your purchase of Promotional Items constitutes acceptance of these Terms and Conditions. These Terms and Conditions are subject to change without notice.

SAMPLE POLICY

We know samples can be important for you to decide if a product is right for your brand and project. And as part of being sustainable, we want to make sure we’re getting it right before producing it.

Initial samples: We can send un-branded product samples, sometimes directly from our manufacturer partners, to you to check out.

Payment for samples: As a small business, we ask that you pay up front for the material sample plus shipping costs via invoice from us. You can choose to return the item to us for a refund on the product costs within two weeks, or as otherwise agreed.

Pre-production samples: Once we have a confirmed order, we can also send a “pre-pro” sample that is printed with your artwork on the item for final approval before printing the full order. Costs for these vary by supplier partner and will also be invoiced separately.