Ordering Guidelines

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Terms and Conditions | PCI Compliance | Ordering Guidelines | Ink Refill Cartridges | Silkscreen Guidelines | 2 Color Guidelines | PMS Color Matching | Full-Color Printing | Laser Engraving Guidelines | Ordering Guidelines: Pencils | Compliance



Terms and Conditions

Payment Terms

Established Terms Customers Net 30 Days

Prepay Customers

MasterCard, Visa, Discover, Certified Bank Check or Money Order
  • Please note that we will accept company checks but orders will not be released to production until 5 business days after payment is deposited. Then normal production schedule applies
  • We encourage all prepay customers to apply for credit terms. This qualifies you for our FREE 24 Hour Rush Service and will prevent any order delays. Please contact our Accounting Department to have our application for credit sent to you.

Custom Product

All orders for custom product will require a deposit and cannot be cancelled once the order is confirmed.

Returned Checks

A $25.00 processing fee is applied and repayment must be made by credit card or certified bank check. We will no longer accept personal or business checks from companies that have had checks returned.

Cancellations or Changes

  • All cancellations and/or changes must be submitted in writing. (Order fees incurred will be your responsibility.
  • An order may be cancelled up until it is released into production (excluding custom product orders). Once an order is in production, the buyer is responsible for payment.

Refund/Return Policy

We want to be sure you’re as happy with your HUB Pen order as we are. If you receive a faulty item, the HUB family has your back.

Here's the deal:

  • HUB Pen allows 60 days for determination of product defects.
  • Orders with imprints that were produced after your approval will not be accepted for a refund, credit, or exchange unless the error was on behalf of HUB Pen.
  • Non-engraved product in new and reusable condition may be returned for a full refund. Customer to cover all return shipping costs + a 20% restocking fee.
  • Random samples are free (yes!) but are non-returnable and non-refundable.
  • All returned merchandise requires factory authorization, which can be easily obtained by contacting your awesome HUB Pen customer service rep.

Sales Tax

Hub Pen Company is required to collect and remit sales tax on sales to customers in nexus states. If you are located in one of these states or are making drop shipments into one of these states, you will be required to submit the corresponding Resale Certificate. If you are unable to provide the required documentation, we will charge the appropriate state sales tax. All Resale Certificates can be faxed to our secure fax line at 781-535-5095.

PCI Compliance

We Protect Your Personal Information

We take the protection of your personal information very seriously. In an ongoing effort to comply with the strict requirements of the Payment Card Industry Data Security Standards(PCI DSS), we can no longer accept credit card information via email.

Credit card information authorized for future use will be entered into our PCI Compliant System. Once entered, the content is destroyed according to PCI-DSS methods and only the last 4 digits of your card is displayed in our system to specific authorized employees of Hub Pen. Our system is PCI compliant through SAS70 Type II and PCI-DSS audits conducted by approved external auditors.

Submitting your credit card information in the proper way will get your orders out as quickly as possible and avoid delays.

Consider leaving your credit card for future use to:

  • Fill out a Credit Card Authorization form (available from Hub Accounts Receivable Department) and fax to our secure line
  • Be eligible for our FREE 24 Hour Rush service

Please submit your credit card information in one of these PCI compliant methods:

  • Avoid delays due to payment processing
  • Please contact our Accounts Receivable Department with your credit card information. Monday-Friday, 7:00 a.m.–5:30 p.m. (EST)

We can only accept your credit card information in a method that is PCI compliant. Credit card information that is submitted via email is a violation.

Ordering Guidelines

Hours of Operation

Monday – Friday, 7 a.m. to 7 p.m. EST

24 Hour Service Requirements

  • 24 hour service must be noted on PO and in your email subject line.
  • Complete order must be received by 12 p.m. EST (PO, art, payment).
  • Must be on Net 30 Day Terms or have credit card on file to use
  • Plastic pens only, 1,000 pieces or less
  • No proofs with 24 hour service
  • Not available for 2 color or full color printing

Ordering

  • Please fax or email all orders - Not accepted verbally.
  • Order quantity must be catalog minimum
  • Less than minimum charge $31.25 (G). Less than minimum quantity is 1/2 of first column quantity
  • Changes CANNOT be made on the day the order is scheduled to ship
  • Do not submit credit card information on your order. This is a violation of PCI compliance and will cause delays in processing.

Providing Art to Hub Pen

  • 100% black and white art, no halftones or grays
  • Vector based artwork, all fonts converted to outlines, no embedded bitmaps (gif, jpg, png, tif)
  • Vector art is created using vector illustration software, such as Adobe Illustrator, Freehand, and CorelDRAW, among others.
  • Acceptable file formats: pdf, eps, .ai, .cdr, .cmx
  • Unacceptable file formats: .gif, .jpg, .png, .tif, .doc, .xls, .ppt
  • Art touchups and rebuilds, minimum $31.25 (G)
  • Minimum font size is 7 pt and line weight is .5 pt.
    Please Note: Any elements of art that do not meet minimum specifications are at risk for not reproducing well, or at all. This includes delicate or undersized fonts, minute registration or trademarks, and thin or tiny graphic details. A registration mark “®” should be no smaller than .031” (or .787 mm) in diameter, with a .1 point stroke added. A “TM” should be no smaller than .031” (or .787 mm) high, with .1 point stroke added.
  • Purchase order number must be placed in email subject line.

Product PMS Colors and Dye Lot Variations

We try to identify PMS colors that best match our product colors and our inventory undergoes multiple quality checks to ensure consistency. Occasionally, there may be a minor color variance between product lots.

Email/Fax Proofs

  • Proofs are completed 1-2 days from order confirmation.
  • FREE proof for orders over $300 (A)
  • Orders under $300 (A) proof charge $9.38 (G)
  • Virtual proof charge $6.25 (G), fee is applied to order when placed.
  • Additional proofs are $6.25 (G) each
  • Proof required on all orders over $5,000 (A)
  • Your proof is a facsimile representation and may differ in size and color from the actual product.
  • Orders ship 5 business days after proof approval on catalog quantities with proper payment if required.

Preproduction Proofs

  • Preproduction proof charge of $18.75 (G) each
  • Fee is waived on orders over $1600(A).
  • Preproduction proof required on all new orders over $5000 (A).

Sample Policy

  • Samples are shipped USPS unless otherwise requested.
  • Shipping charges apply to all sample orders.
  • Sample requests received before 12 p.m. EST will ship the same day; requests received after 12 p.m. EST will ship on the next business day.
  • Please provide purchase order number.

Shipping

  • UPS standard carrier
  • No C.O.D.s
  • Drop shipments: First three are FREE. Additional drop ship charge of $4.38 (G) per address
  • Third party shipping charge $1.88 (G) per box
  • When shipping third party, account number, corresponding account name and address must be provided.
  • Costs related to orders returned to Hub due to incorrect shipping information, will be charged back to the customer.
  • International Shipments (and Puerto Rico): Purchaser agrees to provide commercial invoice with declared value and UPS or FedEx shipping label. Duties, taxes, brokerage, shipping and any related expenses will be charged to the purchaser. Any charges incurred by Hub because of incorrect information will be the responsibility of the purchaser.

Special Packaging

Standard special packaging for plastic pens is a heat sealed poly bag, 1-100 pcs $0.63 (G). Additional charges apply for other special packaging such as zip lock bags, exact assortments and label requirements.

Standard drop ship charge of $4.38 (G) applies to standard catalog quantity shipments. Nonstandard quantities are subject to a special packaging charge and additional production time may apply.

Ink Refill Cartridges

Plastic pens:Hub Pen changes out ink $.38(G) each
Sending you refills $.14(G) each

Metal pens:Hub Pen changes out ink $.44 (G) each
Sending you refills $.32 (G) each

Most of Hub Pen’s products allow for swapping of default ink color, but not all. Below is a list of items not available for refill change.

  • 125
  • 208
  • 275
  • 301
  • 302
  • 303
  • 308
  • 327
  • 334
  • 335
  • 346
  • 350
  • 351
  • 352
  • 353
  • 354
  • 357
  • 359
  • 361
  • 363
  • 367
  • 380
  • 382
  • 383
  • 384
  • 385
  • 387
  • 389
  • 392
  • 394
  • 395
  • 401
  • 403
  • 405
  • 433
  • 487
  • 489
  • 565
  • 578
  • 579
  • 597
  • 671
  • 673
  • 675
  • 677
  • 681
  • 682
  • 683
  • 685
  • 693
  • 699
  • 712
  • 718
  • 851
  • 853
  • 858

Silkscreen Guidelines

Plastic Pens

Silkscreen Printing

  • One time setup charge of $15 (G)
  • Imprint color change charge of $15 (G)
  • 100% black and white art, no halftones or grays
  • PMS color matching as close as possible on orders over 1,000 pcs, orders less than 1,000 pcs $9.38 (G)
  • Production time: 5 business days standard and begins upon the receipt of the complete order (PO, artwork, proper payment, and proof approval if required)

2 Color Printing

  • Available on the Javalina® and Mardi Gras® lines as well as the following pens: 218, 258, 301, 302, 307, 356, 363, 367, 372, 373, 377, 379, 384, 385, 401, 405, 438, 481, 487
  • Two screen charges of $15 (G) each, one time charge
  • Minimum Quantity of 1,000 pcs. for 2 color imprint
  • 1,000-4,999 pcs $0.15 (G), 5,000+ pcs $0.10 (G)
  • Preproduction proof required on all new orders
  • Production time: 5 business days and begins upon receipt of the complete order (PO, artwork, proper payment, and approval of preproduction proof). Additional time required for larger orders.

Decoration Location

Catalog representation of imprint location is approximate. Final silk-screened product may show some variation in actual location.

PMS Color Matching

Free Solid Coated PMS Matching Available On:

  • Orders over 1,000 pieces
  • Trim color on any Hub pen

Orders Less Than 1,000 Pieces

  • PMS matching $9.40(G)
  • The PMS colors for all pens are also listed on the individual product pages and hubpen.com

Standard Free Imprint Colors (NOT SHOWN: METALLIC GOLD, METALLIC SILVER, AND WHITE)

Full-Color Printing

  • Full-Color logo charge of $45.00 (G)
  • Full-Color one side printing charge $.35 (G) each
  • Second side Full-Color printing charge $.35 (G) each
  • Please specify cap or barrel printing where applicable. If placement isn’t specified, Hub Pen will default to barrel location.
  • Production time: 5 business days standard and begins upon the receipt of the complete order (PO, artwork, proper payment, and proof approval if required).
  • Web Proof and Pre-Production Proof required for all first time orders.

Providing Art to Hub Pen

  • Vector based artwork, all fonts converted to outlines, no embedded bitmaps (gif, jpg, png, tif)
  • Vector art is created using vector illustration software, such as Adobe Illustrator, Freehand, and CorelDRAW, among others.
  • Acceptable file formats: pdf, eps, .ai, .cdr, .cmx
  • Unacceptable file formats: .gif, .jpg, .png, .tif, .doc, .xls, .ppt
  • Art touchups and rebuilds, minimum $31.25 (G)
    Note: Any art items that do not meet minimum specifications are at risk for not reproducing well, or at all. This includes delicate or undersized fonts, minute registration or trademarks, and thin or tiny graphic details.
  • Minimum font size is 7 pt and minimum line weight is .5pt

Color

  • There is no limit on number of colors. Gradients or transitional colors are acceptable provided they are not over saturated.

Color Control

  • Our color print process uses standard CMYK colors to make the spectrum. Every printed color is made up of percentages of cyan, magenta, yellow and black. We do not use actual Pantone color inks. PMS colors are matched by using the CMYK process and are reasonably accurate. But due to the nature of the process, matched colors can appear different than actual spot colors.

Pen Colors

  • Choose pen colors that complement the imprint to avoid issues with contrast and readability. White barrel pens offer the best canvas to work with. Choose the right combination of pen color and imprint colors to achieve the highest contrast for optimum readability.

Decoration Location

  • Catalog representation of imprint location is approximate. Final printed product may show some variation in actual location.

We reserve the right to modify customer supplied art to improve readability, enhance color, and optimize general appearance.

Laser Engraving Guidelines

Cambridge Collection & Metal Pens

Laser Engraving

  • Laser logo charge of $45.00 (G)
  • 100% black and white art, no halftones or grays
  • Standard two line engraving
  • FREE straight line engraving with one of Hub Pen’s fonts (see list below)
  • Individual personalization charge $.38 (G) each, provide all name lists in Word or Excel
  • If personalization on second side (logo on first side) $.69 (G) each
  • Second side laser engraving charge $.32 (G) each
  • Please specify cap or barrel engraving where applicable. If placement isn’t specified, Hub Pen will default to barrel location.
  • Production time: 5 business days standard and begins upon the receipt of the complete order (PO, artwork, proper payment, and proof approval if required).
  • All laser engraved pens are shipped individually cellophaned

Hub Revolution® Laser Engraving

  • Increases the laser logo height up to 1/2" or up to five lines of text, width remains the same
  • Available for $.50 (G) per pen or $1.00 (G) per pen/pencil set. Logo fee applies.

Photo Dome Pens

  • Photo imaging art should be in full color and of good quality

Straight Line Imprint Free Laser Fonts

*Upper and lower case letters only

Ordering Guidelines: Pencils

Ordering Guidelines: Pencils

  • One-time setup charge of $15 (G)
  • Imprint color change charge of $15 (G)
  • Sharpening available on 2202 & 3202 & 4202 only - $0.01 each (G)
  • 100% black and white art, no halftones or grays
  • PMS color matching as close as possible on orders over 1,000 pcs, orders less than 1,000 pcs $9.40 (G)
  • Standard production time: 5 business days standard and begins upon the receipt of the complete order (PO, artwork, proper payment, and proof approval if required). Production time for Carpenter pencils using custom art is 10 days.
  • 1202H, 5202, 2202: In-house typesetting is limited to Helvetica font. See individual product descriptions for character count.

Decoration Location

  • Unless otherwise specified by our customers, we place all pencil imprints to the far right of the imprint area. This allows for a longer imprint life as the pencil is sharpened.
  • Please note: Pencil imprints are enlarged to fill either maximum height or maximum width, unless otherwise directed by the customer.
  • 2nd side imprinting available on 5202 carpenter pencil only - $0.15 each (A)

24 Hour Service Requirements: 3202 Foreman® Pencil Only

  • 24-hour service must be noted on PO and in your email subject line
  • Complete order must be received by 12 p.m. EST (PO, art, payment)
  • Must be on Net 30 Day Terms or have credit card on file to use
  • Pencil orders of 1,008 pieces or less
  • No proofs with 24-hour service
  • Standard imprint color only. Not available for imprint color change
  • No special packaging

Compliance

Click here for details on Hub's Prop 65 Compliance