Start with the product, dimensions and use case
State what the box will hold, how the product is sold and how the packed unit travels. A folding carton placed inside a master shipper has different requirements from a corrugated mailer sent directly through a parcel network. Product dimensions alone are not enough: share weight, fragile areas, orientation, accessories and any inner bag, tray or bottle that changes the fit.
Write dimensions as length by width by height and specify whether they are internal or external finished dimensions. For a new structure, a physical product sample or accurate drawing is more reliable than a screenshot. If several SKUs share one box, provide the minimum and maximum product sizes and explain how movement will be controlled.
- Product name, size, weight and fragile areas
- Internal or external L x W x H basis
- Retail, e-commerce, cold-chain or distribution route
- Insert, accessory and master-carton requirements
Define quantity, structure and material direction
Request prices at realistic quantity breaks, not only the smallest trial quantity. Tooling, plate preparation and press setup are distributed differently across 500, 2,000 and 10,000 units. If the annual demand is larger than the first order, share the forecast but keep the purchase quantity clearly separated from the forecast.
Name the structure when it is known, or attach a sample and ask the factory to recommend one. For paperboard, identify the required surface, colour and certification direction; for corrugated board, provide the packed load and stacking route rather than specifying only a flute letter. The supplier should record the proposed material construction in the quote.
- Quotation quantity and expected repeat volume
- Reference box, dieline or structural description
- Paperboard or corrugated construction direction
- Flat-packed, pre-glued or fully assembled delivery
Packaging RFQ information and why it changes the quote
Use one shared brief for every supplier. Where a detail is undecided, mark it as an assumption that must be shown in the quotation.
| RFQ item | Why it matters | Acceptable input | Risk if missing |
|---|---|---|---|
| Box size | Controls material use, tooling and packing volume | Finished internal or external L x W x H | Quotes may use different sizes or measurement bases |
| Packed product | Determines fit, board strength and insert direction | Sample, drawing, weight and fragile areas | An attractive box may not protect or fit the product |
| Order quantity | Changes setup allocation and material purchasing | Current order plus optional quantity breaks | Unit prices cannot be compared fairly |
| Print and finishes | Changes plates, passes, tooling and inspection | Named process, side, area and colour target | Suppliers may price visibly different results |
| Delivery term | Assigns freight, risk and local charges | Destination plus named Incoterms rule | A low factory price may exclude major landed costs |
Make print, finish and artwork requirements measurable
Specify whether artwork uses CMYK process colour, named spot colours or both. List lamination, varnish, foil, spot UV, embossing, window film and other processes separately, including the side and approximate coverage. A phrase such as “premium finish” is not a production specification and can lead suppliers to price different constructions.
State the artwork status and approval method. A budget quote may use a reference image, but production normally needs a factory dieline, print-ready artwork, barcode data and separate vector layers for special finishes. If colour is critical, identify the physical target, proof type, viewing condition and agreed measurement method before production.
- Number of printed sides and colour system
- Finish type, location and approximate area
- Artwork, barcode and variable-data status
- Proof, decorated sample and colour approval method
Separate production price from delivery responsibility
Give the delivery city, postcode, country and preferred commercial term. An EXW factory price, an FOB port price and a delivered quotation assign different costs and responsibilities, so they should not be compared as if they were the same offer. Ask whether cartons, export pallets, documentation, taxes or destination charges are included.
The requested arrival date should be separated into approval, production and transport milestones. Sampling cannot begin until enough structural information is available, and mass production should not begin until artwork and the agreed sample are released. Record the quotation validity, payment schedule, quality criteria and change-control method in the commercial review.
- Delivery location and requested Incoterms rule
- Required sample, production and arrival dates
- Included packing, pallet and documentation
- Quote validity, payment and change-control terms
Reference sources
Official sources for further verification
- GS1: 10 steps to barcode your product
- ISTA: Getting started with packaging design and testing
- ICC: Incoterms 2020 questions and answers
Regulations, standards and distribution requirements change. Verify the current requirements for the product and destination market before production.
