Industry Trends

How to Order Business Cards from FedEx Office: A Step-by-Step Guide for Office Admins

If you're the person in charge of ordering business cards for your team, you know it's not just about picking a design. It's about managing expectations, budgets, and timelines—and making sure you don't get stuck with 500 unusable cards because of a tiny file error. I manage about $15,000 annually in print and promo orders for our 150-person company, and business cards are one of our most frequent requests.

This checklist is for anyone who needs to get cards printed at FedEx Office without the headache. It's basically the process I've refined over the last five years, after a few expensive lessons. We'll walk through the steps from file prep to delivery, including the one detail most people forget until it's too late.

When to Use This Checklist

Use this when:

• You're ordering standard or premium business cards from FedEx Office (online or in-store).
• You need cards for multiple employees at once.
• You're on a deadline, but it's not a same-day emergency. (Honestly, if you need cards tomorrow, your options are limited and expensive—more on that later.)
• You want to avoid common proofing and delivery mistakes.

The 5-Step Business Card Ordering Checklist

Step 1: Gather and Prep Your Files (The Most Important Step)

Don't just take the file your marketing director emails you and upload it. This is where 80% of problems happen.

• Get the right file format. FedEx Office's online system works best with PDFs. If you're given a .AI or .PSD file, ask the designer to export a high-res PDF. For simple text cards, a Word doc or PowerPoint slide can work, but you're rolling the dice on formatting.
• Check the bleed and safe zone. This is the technical bit that trips people up. The average size of a business card after trimming is 3.5" x 2". But your file needs to be slightly larger—3.75" x 2.25" is a common setup—with important text and logos kept within a "safe zone" about 1/8" from the edge. If your background color goes to the edge (a "full bleed"), it must extend to that larger size. I don't have hard data on rejection rates, but based on our orders, files that ignore bleed get kicked back about half the time.
• Verify colors. Are you using specific brand colors (Pantone)? If so, know that exact color matching might be an upcharge. For most purposes, CMYK is fine. I learned this the hard way in 2022 when our deep blue logo came out purple-ish on a rush order. Now I always ask for a digital proof if color is critical.
• Consolidate information. For multiple employees, create a spreadsheet with names, titles, phone numbers, emails, and any unique details (like one person needing a direct line listed). This saves you from typing each one manually.

Step 2: Choose Your Specs and Get a Quote

Now, head to the FedEx Office website or your local FedEx print office. Navigate to business cards.

• Select paper and finish. You'll see options like 14pt standard cardstock or 16pt premium with a matte or glossy coating. The premium feels more substantial, but it costs more. For external-facing sales teams, I go premium. For internal staff who rarely hand them out, standard is fine.
• Enter your quantity. Prices drop per unit at higher quantities. The sweet spot is usually 500 or 1000. Ordering 250 often costs nearly as much as 500.

  "According to publicly listed online printing prices in January 2025, 500 standard cards typically range from $20-60, while 1000 cards might be $30-90, excluding shipping. FedEx Office pricing is competitive within this range."

• Select turnaround time. Standard is usually 3-5 business days. Need it faster? 2-day and next-day options exist, but the price jumps. Same-day business cards are possible at some locations, but it's a limited service—call the store first to confirm they have the capacity and paper you need. The rush premium can be 50% to over 100%.
• Apply any discounts. Always search for a promo code FedEx Office before checking out. They run promotions frequently. Also, if you have a business account, you might get better pricing logged in.
• Get the final quote with shipping. Don't forget to add your shipping address and see the delivery cost and date. Sometimes "next-day print" still means 2-day shipping.

Step 3: Upload, Proof, and Place the Order

This is where you slow down and double-check everything.

• Upload your master file. Use the template system if you're creating cards directly on the site. For pre-designed PDFs, upload once and then enter the variable data (names, etc.) using your spreadsheet. This is way faster.
• Review the automated proof. The system will generate a low-res preview. Zoom in. Check for typos, especially in phone numbers and email addresses. I once had an employee transpose two digits in his own number on the form he gave me. Luckily, I caught it here.
• Consider ordering a physical proof. For large orders (1000+ cards) or new designs, paying $10-20 for a single printed proof mailed to you can save a huge mistake. It adds time but gives peace of mind.
• Enter billing/PO. Make sure your billing info matches what finance expects. If you need a formal invoice (not just a receipt), confirm the system will generate one. After a vendor gave me only a handwritten receipt that finance rejected, I always verify this.
• Place the order and save the confirmation. You'll get an order number and estimated completion date. Forward this to anyone who needs tracking updates.

Step 4: Monitor Production and Shipping

Your job isn't done after hitting "pay now."

• Watch for a proof approval request. Sometimes, if there's a file issue, the production team will email you. Respond quickly, or your order gets delayed.
• Track the shipment. Once it ships via FedEx, you'll get a tracking number. If it's going to the office, make sure someone will be there to receive it. If it's going to a home address (for remote employees), confirm the address is correct.

Step 5: Receive, Inspect, and Distribute

The final, often overlooked step.

• Inspect the delivery immediately. Open the box. Check the quantity. Do a quick quality check—look for smudging, poor cutting, or color issues. There's something satisfying about opening a box of perfectly printed, crisp cards. But if there's a problem, you need to report it right away.
• Distribute to your team. Have a plan. Do you hand them out at a meeting? Leave them in mailboxes? This seems obvious, but I've seen cards sit in a supply closet for weeks.
• File the invoice. Match the packing slip to the invoice, and submit it for payment. I keep a digital folder of all print order confirmations and invoices for the year. It makes budget reconciliation so much easier.

Key Things to Remember (The "Don't Forget" List)

Here are the nuances that aren't always in the official steps:

• Turnaround time starts when the proof is approved. If you take 2 days to approve the proof, your 3-day production clock starts then. Plan accordingly.
• Store pickup can save time and shipping costs. If you have a FedEx Office print and ship center nearby, picking up can be faster than waiting for delivery, especially for last-minute orders.
• Bulk discounts might be available. If you're ordering for a big event or a company-wide rebrand, call their business sales line. You might get a better rate than the online price.
• Paper choice affects perception. That premium 16pt cardstock with a soft-touch matte finish? It feels expensive and professional. It's worth the upgrade for executives or client-facing roles.
• Always order 10% more than you think you need. People lose them, new hires start, or you have a last-minute trade show. Running out looks unprofessional, and reordering a small batch is disproportionately expensive.

Bottom line: Ordering business cards is a process, not a one-click task. By following these steps, you control the variables that usually cause stress. You'll get what you need, on time, and on budget—and you'll look like a pro to your team. And honestly, that's the real goal.