Custom Packaging Quote Checklist and RFQ Template

Minimum Information for a First Quote

1. Define the Packaging Structure

Name the packaging type when it is already known. When the structure is not fixed, send the product information and describe the required function:

• retail display or e-commerce shipping;
• flat-packed or supplied assembled;
• manual packing or automated packing;
• one product, multiple components or a gift set;
• required opening, closing, resealing or tamper-evident function;
• need for an insert, divider, window, handle, ribbon or magnet.

Product pages can help define the format: folding cartons, corrugated boxes, rigid setup boxes, paper bags, labels and stickers, and box inserts.

For folding cartons, also identify the purchasing stage. If the primary source will stay in place, add a defined backup-supplier qualification scope. If the carton must run on a named automated packing line, add the machine, carton-blank and line-trial inputs supplied by the line owner. These records supplement the common RFQ fields.

2. Provide Size, Product Weight and Fit Requirements

State finished packaging dimensions in millimeters or inches and identify the measurement convention. For a close-fitting box or insert, also send the real product or controlled product dimensions.

If only an existing carton is available, record the panel orientation, opening direction and whether each dimension is internal or external before requesting a replacement quote. Use the folding carton measurement handoff guide to prepare those inputs.

For EU grouped, transport or e-commerce projects, add the PPWR empty-space RFQ and evidence inputs covering packaging function, contained sales packs, filler, functional clearance and pack-out records.

If the RFQ must also support a controlled compliance file, use our PPWR Declaration of Conformity and evidence-file guide to request packaging identification, revision, component, drawing, test and traceability inputs without asking for a generic certificate. For EU food-contact projects, add the PPWR PFAS evidence inputs for food-contact paper packaging.

For molded pulp inserts, use the molded pulp cost and RFQ checklist to add cavity geometry, tooling ownership, revision responsibility and nesting details that a general packaging brief may not capture.

• Finished packaging size: L × W × H.
• Internal or external measurement.
• Product size and weight.
• Orientation inside the package.
• Required product movement or clearance.
• Accessory, manual, cable or sample placement.
• Master-carton or pallet constraints where relevant.

When an instruction manual is part of the pack-out, add its format, open and finished sizes, page or panel count, paper, fold or binding, language split and quantity; use our instruction manual printing RFQ inputs before requesting the combined quotation.

Do not request a universal tolerance without defining the measurement method. Use the custom packaging tolerances guide when fit, registration or acceptance criteria are important.

3. List Quantity by SKU and Request Comparable Tiers

Quantity should be listed per size, artwork and version. A total of 1,000 pieces split across four artworks may not use the same production setup as one 1,000-piece SKU.

These are illustrative buyer-requested comparison tiers, not HS PACKFACTORY minimums or a promise that every structure is available at each quantity. Use the buyer’s actual expected quantities and keep the specification unchanged between tiers. See the custom packaging MOQ guide for the full planning logic.

4. Describe Material and Performance Requirements

When the material is known, provide the exact grade, thickness or approved reference. When it is unknown, describe what the finished package needs to do.

A material name alone does not prove performance or compliance. Final selection should be tied to the product, structure, test requirement and approved sample.

5. List Printing and Finishing Separately

Separate base printing from decorative finishes so the quotation shows what each process includes.

• CMYK, Pantone or other spot-color requirement.
• One-side, two-side or inside printing.
• Matte or gloss lamination, varnish or other coating.
• Foil color and application area.
• Embossing or debossing direction and size.
• Spot UV, white ink, metallic ink or window requirement.
• Color reference and approval method.

Mark foil, embossing, Spot UV, white ink and window areas on separate artwork layers. Use the packaging finishes guide when the process is not yet selected.

6. State the Artwork and Dieline Status

Follow the print-ready artwork and dieline guide before sample approval.

7. Choose the Sample Route by Risk

The quote should identify what type of sample is included, what it can approve and what it cannot approve alone.

• Digital proof: artwork placement, text, panel direction and dieline review.
• White dummy: physical dimensions, structure, opening, closing and product fit, within the agreed material and assembly representation.
• Digital printed sample: general printed appearance and artwork position.
• Production-method sample: closer review of the materials, printing, finishing and assembly actually represented by the sample; record any substitutions or omitted processes.

Samples are made in 3–7 days after specifications, files and any agreed fees are confirmed, depending on product complexity and material availability. Confirm the date basis and schedule for blank and printed samples separately. Photos or video can support review of recorded visible features; they do not alone approve physical fit, tactile feel, strength, exact color or performance on the intended packing line. Record those items as pending until the appropriate physical sample or agreed test is accepted. International courier charges and transit time are separate; complex projects require a separate arrangement. Review the packaging sample guide before selecting the route.

8. Define Packing, Assembly and Quality Responsibilities

A unit price is incomplete when it does not state what happens after printing and converting.

• Supplied flat, pre-glued or fully assembled.
• Insert supplied separately or fitted into the box.
• Ribbon, magnet, handle, label or accessory assembly.
• Individual polybag, tissue wrap, protective sheet or bundle packing.
• Quantity per master carton.
• Carton marks, SKU labels, retailer labels or barcode responsibility.
• Inspection scope and buyer approval records.

Confirm which party supplies controlled barcode data, shipping marks and retailer labels. A practical scan does not replace formal barcode verification when a standards-based verification report is required.

9. Specify Delivery Terms, Named Place and Quote Validity

Avoid vague requests such as “price delivered” or “shipping included.” Ask the supplier to name the Incoterms rule and named place, for example an agreed EXW location, FOB port or DDP destination where appropriate.

• Delivery country and named city, port or destination.
• Requested Incoterms rule and named place.
• Whether freight, duty, insurance or customs clearance is included.
• Required delivery date and whether split shipment is acceptable.
• Carton, pallet or warehouse receiving requirements.
• Quotation validity period.
• Payment terms and production-start condition.

Production timing is confirmed for the actual project after specifications, files, sample or approval requirements, material availability, tooling, finishing, quantity, revisions, packing and production capacity are reviewed. State the required delivery date in the RFQ, but do not treat it as a confirmed production schedule.

How to Compare Packaging Quotations

Compare only quotations that use the same specification. Before selecting the lowest unit price, check:

• finished size and measurement method;
• material grade, thickness and surface;
• printing colors and coverage;
• finish quantity and application area;
• tooling, samples and revision scope;
• insert and assembly responsibility;
• inspection and packing scope;
• quantity per SKU;
• Incoterms rule, named place and included freight costs;
• quotation validity and production schedule assumptions.

A lower quotation may be based on a different board, fewer finishing steps, no assembly, a different delivery term or a shorter validity period. Ask the supplier to identify exclusions rather than assuming every quote covers the same work.

Common RFQ Mistakes

• Sending only a product photo without finished dimensions.
• Combining several SKUs into one total quantity.
• Requesting a material by name without explaining the performance requirement.
• Treating an AI concept image as a production-ready structure.
• Leaving foil, embossing, Spot UV or inside printing out of the brief.
• Comparing EXW, FOB and delivered quotations as if they include the same costs.
• Using a launch date without stating the required delivery destination.
• Assuming sampling or mass production starts before artwork and structure approval.