A clear custom packaging RFQ gives suppliers the information they need to understand your project and prepare an accurate quotation. For custom reusable bags and other made-to-order packaging, details such as size, material, quantity, printing, packing, and delivery requirements all affect pricing and production planning.
This guide provides a practical custom packaging RFQ checklist to help you prepare complete project information before requesting a packaging quote. With clearer project details, you can reduce unnecessary back-and-forth and compare supplier quotations on a more consistent basis.
What Is a Custom Packaging RFQ?
A custom packaging RFQ (Request for Quotation) is a formal document that outlines the project requirements suppliers need to prepare a quotation. It usually covers the packaging type, dimensions, materials, order quantity, printing, packing, delivery requirements, and other details that affect production and pricing.
A clear RFQ gives each supplier the same project basis to work from. This improves quotation accuracy, reduces repeated clarification, and makes it easier to compare unit prices, setup charges, lead times, and commercial terms. It also helps identify open specifications early, so they can be confirmed before sampling or production begins.
The Custom Packaging RFQ Process
The custom packaging RFQ process moves from defining the packaging requirements to reviewing comparable supplier quotations. A clear process keeps the project requirements consistent and makes pricing, lead times, and commercial terms easier to review before sampling or production begins.
- Define the Packaging Requirements: Confirm the packaging type, dimensions, materials, order quantity, printing, performance requirements, packing, compliance needs, and delivery requirements.
- Prepare the RFQ Document: Organize the specifications, quantity breakdown, required pricing format, supporting files, response deadline, and any requirements that still need supplier input or confirmation.
- Select Suitable Suppliers: Shortlist suppliers with the right production processes, material options, available capacity, and quality controls for the required packaging type and order.
- Issue the Same RFQ to Each Supplier: Send the same RFQ version, specifications, supporting files, pricing requirements, and response deadline to each shortlisted supplier. Share any later clarification or revision with all suppliers consistently.
- Review Supplier Questions and Receive Quotations: Clarify unclear requirements before suppliers finalize pricing, then collect quotations in the requested format.
- Compare Supplier Quotations: Compare each quotation on the same specification basis, including pricing, lead time, commercial terms, and key assumptions, before deciding which option should move to sampling or further evaluation.
What Should You Prepare for a Custom Packaging RFQ?
Before requesting a quote for custom packaging, prepare the main product specifications, order details, branding requirements, packing method, and delivery information. If a requirement has not been finalized, mark it clearly as open for recommendation instead of leaving the specification vague or incomplete.
| RFQ Item | Example Requirement |
| Product Use and Packaging Type | Custom cotton tote bag for a boxed skincare gift set, packed weight about 1.5 kg |
| Size and Structure | 380 × 420 × 100 mm, boxed bottom, zipper closure, reinforced handles |
| Material | 12 oz cotton canvas in natural and black |
| Order Quantity | 10,000 pcs: 5,000 natural and 5,000 black |
| Logo and Printing | 200 × 120 mm, front side, Pantone 186 C + Pantone Black C, 2-color, 1-position screen printing |
| Packing | 1 pc/polybag, 50 pcs/carton; outer carton mark: ABC BEAUTY / PO 240815 / SKU TB-01 / COLOR / 50 PCS / CTN NO. |
| Delivery | Los Angeles, USA; required arrival by October 15; FOB Shanghai |
Product Use and Packaging Type
Start with the product, intended use, required packaging type, and any use conditions that may affect the design. Keep this information brief but specific enough to describe the actual application. A clear entry could read: “We need a cotton tote bag for a boxed skincare gift set weighing about 1.5 kg, mainly for retail gifting and repeated storage.”
Include:
- Product Information: Product type, approximate dimensions, weight, and number of items to be packed.
- Intended Use: Retail, promotion, takeaway, storage, gifting, shipping, or other intended applications.
- Packaging Type: Tote bag, drawstring bag, cooler bag, pouch, paper bag, or another required format.
- Usage Conditions: Relevant carrying loads, storage conditions, handling frequency, repeated use, or other conditions that may affect the packaging design.
Size and Construction Specifications
List the finished dimensions and the main structural features that define the packaging. Use a consistent measurement format and include handles, closures, reinforcement, or other construction details where relevant. For example: “The bag should measure 380 × 420 × 100 mm, with a boxed bottom, 600 × 25 mm cotton handles, a zipper closure, and reinforced handle stitching.”
Include:
- Finished Dimensions: Width, height, gusset, depth, or another clearly defined measurement format.
- Main Structure: Flat, gusseted, boxed-bottom, lined, foldable, or another required construction.
- Handle or Strap Details: Length, width, material, attachment method, and reinforcement requirements.
- Closures and Openings: Zippers, drawstrings, snaps, Velcro, buckles, or other closure systems.
- Additional Structural Features: Pockets, linings, dividers, reinforcement panels, eyelets, or other functional components.
Material and Performance Requirements
State the material specification together with any performance or compliance requirements. Include weight, thickness, coating, recycled content, or other material details where relevant. You might specify: “The bag should use 12 oz natural canvas with an uncoated finish, support a 10 kg load, and meet OEKO-TEX STANDARD 100 requirements for the applicable textile components.”
Include:
- Material Type: Cotton, canvas, polyester, RPET, non-woven polypropylene, kraft paper, paperboard, plastic film, or another specified material.
- Material Weight or Thickness: Specify GSM, oz/yd², film thickness, board thickness, or another relevant material specification.
- Material Construction: Weave, coating, lamination, lining, recycled content, or other features that affect performance and processing.
- Performance Requirements: Required load capacity, abrasion resistance, water resistance, insulation, washability, durability, or other measurable performance requirements.
- Compliance Requirements: Required certifications, restricted-substance testing, food-contact documentation, recycled-content documentation, or customer-specific standards where applicable.
Order Quantity and SKU Details
Provide the total order quantity and the quantity required for each product variation. If the order includes different colors, sizes, or printed designs, list each quantity separately. Clear SKU quantities make the production volume for every variation explicit and prevent the total order quantity from masking smaller individual runs.
For example, instead of writing only “10,000 tote bags,” specify “5,000 black tote bags with Logo A and 5,000 white tote bags with Logo B.” If you have not decided whether to order 1,000, 3,000, or 5,000 bags, ask the supplier to quote each quantity separately. This lets you see the unit price at each order volume before deciding how many to purchase.
Logo, Printing, and Artwork Requirements
Describe the branding scope clearly enough to define the printing basis for quotation. Include placement, dimensions, colors, coverage, decoration method, and available artwork. The requirement can be stated as: “The front logo should measure 200 × 120 mm, use two Pantone colors, and be applied with one-side screen printing; the artwork will be supplied in AI format.”
Include:
- Logo Size and Position: State the approximate dimensions and where the logo should appear on the packaging.
- Print Sides and Coverage: Specify one-side, two-side, or multi-position printing, and note whether the artwork is small-area or full-coverage.
- Colors and Color Matching: Provide the number of colors and Pantone references if exact brand color matching is required.
- Printing or Decoration Method: Specify the process if known, such as screen printing, heat transfer, sublimation, digital printing, offset printing, flexographic printing, foil stamping, or embroidery.
- Artwork Files: Provide AI, EPS, PDF, or other suitable production files when available.
Packing and Delivery Information
State the unit packing, carton arrangement, destination, delivery date, and shipping term in the RFQ. For a typical export order, this may read: “Pack each bag in an individual polybag, place 50 pieces in each carton, add the required carton marks, and quote delivery to Los Angeles by October 15 on an FOB Shanghai basis.”
Include:
- Individual Packing: Bulk packing, individual polybags, paper sleeves, retail boxes, or other required unit packing.
- Labels and Retail Details: Hang tags, barcode labels, SKU labels, care labels, or customer-specific labeling requirements.
- Carton Requirements: Units per carton, carton marks, assortment rules, or limits on carton size and weight where applicable.
- Delivery Destination: Destination country, city, and postal code when freight needs to be estimated.
- Required Delivery Date: State the target arrival date or shipment date so the supplier can assess production and logistics timing.
- Shipping Terms: Specify the preferred Incoterm, such as EXW, FOB, CIF, or DDP, if already defined.
Custom Packaging RFQ Checklist by Packaging Type
Every custom packaging RFQ should include the basic project information, such as order quantity, SKU breakdown, artwork, packing requirements, delivery destination, and target date. The technical details below vary by packaging type and should be confirmed before quotation.
| Packaging Type | Product-Specific RFQ Details to Confirm |
| Tote and Shopping Bags | Finished size, gusset, handle length and width, handle attachment and reinforcement, fabric type and weight, load requirement, printing method, and closure if required |
| Drawstring Bags | Cord material and diameter, drawstring channel construction, opening style, bottom seam, reinforcement, fabric type, finished size, and sublimation printing or other decoration requirements. |
| Cooler and Insulated Bags | Outer material, insulation type and thickness, lining material, capacity, zipper construction, handle or strap design, temperature-holding requirement, and leakage resistance |
| Pouches | Material type and thickness, finished size, gusset, closure type, lining, stitching or sealing method, product fit, and print coverage |
| Paper Bags | Paper Bags: Paper grade and GSM, finished size, gusset depth, bottom construction, handle type and attachment, lamination or coating, flexographic printing requirements, and print coverage. |
| Gift Boxes | Board type and thickness, finished dimensions, box structure, opening style, insert design, closure method, surface finish, and packing protection |
| Food Packaging | Material structure, finished size, sealing method, grease and moisture resistance, barrier requirements, storage conditions, food-contact documentation, and target market |
| Cosmetic Packaging | Product dimensions, insert fit, material and structure, surface finish, color matching, foil stamping or embossing, protective lining, and retail presentation |
Custom Packaging RFQ Document Format
A custom packaging RFQ document should organize the main specifications, quantities, pricing requirements, delivery details, and supporting files in one clear format. This format can also work as a simple packaging RFQ template for buyers who need to send the same requirements to multiple suppliers.
A clear RFQ document can include:
- Project Header: RFQ number, project name, contact information, issue date, and quotation submission deadline.
- Specification Table: Product type, dimensions, material, construction, printing, packing, performance, and compliance requirements in one structured section.
- Quantity Matrix: Total order quantity, quantity by SKU, and any additional volume levels that require separate pricing.
- Pricing Format: Define a consistent format for suppliers to show unit prices, setup or tooling charges, sample costs, packing costs, and other one-time fees.
- Fixed and Open Specifications: Separate confirmed requirements from items that still require supplier recommendation or technical confirmation.
- Supporting Files: Attach drawings, artwork, reference images, specifications, and compliance documents where relevant, such as AI, EPS, PDF, JPG, PNG, or XLSX files.
- Revision Control: Use a clear revision number for each updated RFQ and make sure revised specifications, files, and clarifications are issued under the latest version.
- Supplier Deviations and Assumptions: Ask suppliers to identify any material substitutions, specification changes, exclusions, or assumptions used in their quotation.
What Should a Packaging Supplier Include in the Quotation?
| Quotation Item | Example |
| Quote Basis | 12 oz cotton canvas tote bag, 380 × 420 × 100 mm, zipper closure, 2-color screen print, 10,000 pcs |
| Price and MOQ | USD 1.28/pc at 10,000 pcs; MOQ 1,000 pcs per color |
| One-Time and Sample Costs | Printing setup: USD 180; sample: USD 80 |
| Lead Time | Sample: 5–7 business days; bulk production: 20–25 days after approval |
| Packing and Shipping | 1 pc/polybag, 50 pcs/carton; FOB Shanghai |
| Payment and Validity | 30% deposit, 70% before shipment; quotation valid for 30 days |
| Assumptions and Exclusions | Price based on approved artwork and standard carton packing; freight and destination charges excluded |
The quotation needs to make the pricing basis clear, not just show a unit price. You should be able to see exactly which specifications were quoted, what costs are included, how long sampling and production will take, and which commercial terms apply.
Key items should include:
- Quote Basis: Product type, dimensions, material, construction, printing, packing, quantity, and the RFQ or specification version used for pricing.
- Unit Price and Quantity: State the quotation currency, unit price, and the order quantity that the price is based on. If multiple quantity levels were requested, provide a separate unit price for each one.
- MOQ: Minimum order quantity for the product, plus any material-, printing-, or SKU-specific minimums where applicable.
- One-Time Charges: Tooling, printing plates, molds, material development, custom setup, or other non-recurring costs.
- Sample Cost and Lead Time: Sample fee, sample type, and estimated sample lead time.
- Production Lead Time: Estimated bulk production time after sample approval or specification approval.
- Packing Basis: The packing method included in the quotation, such as bulk packing, individual packing, labeling, or retail packaging.
- Shipping Terms: Quoted Incoterm, shipping point, and whether freight is included or excluded.
- Payment Terms: Deposit, balance payment, or other agreed payment conditions.
- Quote Validity: The period during which the quoted prices and terms remain valid.
- Assumptions and Exclusions: Any material substitutions, specification deviations, excluded costs, or assumptions that could affect the quoted price.
How to Compare Custom Packaging Quotations?
Comparing custom packaging quotations requires more than checking the lowest unit price. You need to compare the specification basis, total quoted cost, lead times, payment conditions, shipping terms, and any assumptions behind the price. A lower price is only meaningful when the quotations cover the same product specifications and commercial scope.
Confirm the Same Specification Basis
Start by matching the technical specifications line by line. Check the material type, weight or thickness, finished dimensions, structure, accessories, printing method, packing method, quantity, and RFQ revision.
A quotation for a 12 oz canvas tote with reinforced handles and individual packing is not directly comparable with one based on 10 oz canvas, standard handles, and bulk packing. The lower price may simply reflect a lower specification rather than a real cost advantage.
Separate Unit Cost From One-Time Charges
Unit price and one-time charges should be reviewed separately because they affect total order cost differently. The unit price applies to every piece, while tooling, printing plates, molds, or setup fees are usually charged once. Separating these costs shows the true cost structure of each quotation.
For a 1,000-piece order, Supplier A at $1.20 per bag plus a $300 setup fee costs $1,500 in total, while Supplier B at $1.26 per bag with no setup fee costs $1,260. In this case, Supplier B is cheaper overall even though its unit price is higher. For larger orders, the result may change because the one-time fee is spread across more pieces.
Compare Lead Time and Commercial Terms
Compare lead times from the same project stage. Check the sample lead time first, then confirm the bulk production lead time and the point from which it starts. For example, one supplier may count production time from deposit payment, while another starts only after final sample or artwork approval.
Commercial terms also need to be reviewed under the same conditions. Pay particular attention to:
- Payment Terms: Compare the deposit percentage, balance payment timing, and any payment required before shipment.
- Quote Validity: Check the stated validity period, such as 15, 30, or 60 days, especially when material or freight costs may change.
- Currency: Make sure the quotations use the same currency, or convert them using the same exchange-rate basis before comparison.
- Incoterm: Compare quotations under the same trade term, such as FOB vs. FOB or DDP vs. DDP. A lower FOB price should not be compared directly with a DDP price that already includes additional freight and delivery costs.
Review Assumptions and Exclusions
Check the notes and exclusions in each quotation before comparing prices. A supplier may base the price on a substitute material, stock color, bulk packing, or freight exclusion. These conditions can make two quotations look similar even though they do not cover the same requirements.
For example, one supplier may quote stock-color RPET fabric, while another includes custom Pantone dyeing. Another quotation may leave out barcode labels, individual packing, testing, or freight. Confirm these differences first, then compare the final price.
Common RFQ Mistakes That Cause Inaccurate Quotes
Incomplete or inconsistent packaging requirements can lead to inaccurate pricing, missing cost items, or quotations that cannot be compared directly. Common RFQ mistakes include unclear packaging specifications, incomplete quantity breakdowns, and using different requirement versions across suppliers.
- Sending Only a Reference Image: Images show the general style but not exact specifications. Pair the image with key details such as 300 × 350 × 100 mm, 12 oz canvas, and one-color screen printing.
- Using Incomplete Size and Construction Details: Missing gussets, handles, closures, lining, or reinforcement can change material use and labor costs. For a tote bag, specify details such as gusset depth, handle size, and reinforcement method.
- Leaving Material Specifications Too Broad: Terms such as “nylon bag” or “kraft paper bag” leave too much room for interpretation. Specify the material type and relevant details such as GSM or thickness, coating, recycled content, or performance requirements.
- Leaving Printing Requirements Unclear: Logo size, position, color count, and print coverage can change both the printing method and cost. For example, distinguish a 10 × 8 cm one-color logo from full-surface multicolor printing.
- Giving Only the Total Quantity: “10,000 pieces” is not enough for a multi-SKU order. Break it down, such as 5,000 black bags with Logo A and 5,000 white bags with Logo B.
- Omitting Packing and Delivery Requirements: Individual packing, units per carton, destination, and shipping terms can change packing and freight costs. For example, clarify bulk packing vs. individual polybags and FOB vs. DDP pricing.
- Sending Different RFQ Versions to Suppliers: Different revisions can produce quotations based on different specifications. Use clear versions such as RFQ Rev.01 and Rev.02, and make sure every supplier receives the same latest revision.
Conclusion
A well-prepared custom packaging RFQ defines the key specifications, quantity, printing, packing, delivery requirements, and quotation basis in one clear document. This creates a consistent foundation for supplier pricing, quotation comparison, sampling, and production planning.
Gentle Packing supports custom reusable bag and packaging projects from specification review and material selection to sampling and bulk production. Our flexible customization, multiple material and printing options, and experience with overseas B2B projects help turn your requirements into a workable specification, quotation, and production plan.
FAQs
1. What is the difference between an RFQ and an RFP for custom packaging?
An RFQ is used when the packaging requirements are defined well enough for suppliers to quote price, lead time, and commercial terms. An RFP is better suited to projects that still require suppliers to propose materials, structures, or technical solutions.
2. How long does the custom packaging RFQ process take?
A straightforward RFQ with complete specifications can typically receive a quotation within 1–3 business days. Projects with multiple SKUs, custom materials, complex printing, or technical confirmation may take 3–7 business days or longer.
3. Do I need final artwork before requesting a packaging quote?
Not always. Initial pricing can often use the logo size, print position, color count, and reference artwork. Final artwork is normally required before production to confirm print details and color matching.
4. Should I request pricing at multiple order quantities?
Yes, if the final order volume is still undecided. Asking for separate prices at defined quantities, such as 1,000, 3,000, and 5,000 pieces, helps you compare unit costs before confirming the purchase quantity.
5. Should I include a target price in a custom packaging RFQ?
A target price can help when materials or construction are still open. It gives the supplier a cost reference, but it should not replace clear performance, quality, or compliance requirements.
6. Why do custom packaging quotations vary between suppliers?
Differences often come from materials, construction, printing, packing, MOQ, or shipping terms. Compare the quoted specifications and included costs before deciding which quotation offers the better value.
7. What should a custom packaging quote checklist include?
A custom packaging quote checklist should include the packaging type, finished size, material, order quantity, printing details, artwork files, packing method, delivery destination, target date, and any compliance or performance requirements.