Packaging RFQ Guide: What to Include in a Request for Quotation

What information does a packaging manufacturer need to quote?

A manufacturer needs to know what the item is, what it is made of, how it is printed and finished, how many you need and how often, how it should be packed and delivered, and which documents must accompany it. Any gap forces the supplier to assume, and assumptions are where quotes diverge.

The fields fall into eight groups:

Product format and construction

Name the item and its construction in the manufacturer's terms, and say what it is used for. "SOS bag with flat paper handles for a two-burger meal and drink" tells a bag maker much more than "takeaway bag", because it implies the base footprint, load and grease exposure.

Include:

• Item type and style: for example SOS (self-opening square) bag, flat bag, side-gusset bag, clamshell burger box, pizza box with locking flaps, single-wall hot cup, mailer box, stand-up pouch.
• Closure and features: handles (twisted, flat, die-cut), tamper-evident tabs, vents, windows, tear strips, zips, lids.
• Use conditions: food type (dry, moist, fatty, hot), temperature, time in pack, delivery or counter use, microwave or oven use if any. These drive barrier choice and the conditions stated on the Declaration of Compliance.
• Filling method: hand-packed, semi-automatic, or on an automatic machine. Automatic lines need tighter tolerances and sometimes a machine trial.

If you are replacing an existing item, send two or three physical samples together with a photo of the item in use. A sample removes ambiguity that no written description can.

Dimensions and tolerances

State the dimensions in millimetres (and inches if your team uses them), say whether they are internal, external or flat (unfolded) sizes, and give the tolerance you can accept. A 3 mm difference rarely matters on a carrier bag but can stop a lid closing on a cup or a carton running on a filling machine.

Conventions by product:

• Bags: width x gusset x height, with the height measured to the top edge excluding handles. Note handle drop height if it matters.
• Boxes and cartons: length x width x depth, normally internal dimensions, which is what your food or product must fit.
• Cups and round containers: nominal volume plus top diameter, base diameter and height; the rim diameter must match the lid.
• Wraps and sheets: cut size (for example 300 x 300 mm), or reel width, core diameter and reel diameter for rolls.
• Pouches: width x height x bottom gusset, with seal widths if specified.

If you do not know what tolerance to specify, ask the manufacturer for its standard tolerances on that item and decide whether they suit your use. Product-specific size guidance sits in our articles on paper bag sizes, burger box sizes, pizza box sizes and paper cup sizes.

Material, grammage and barrier

Specify the substrate, its weight and its barrier, or describe the performance you need and ask the manufacturer to propose a material. Material is typically the largest share of unit cost for paper and board packaging on long runs, so a loose material description causes the widest spread between quotes.

• Substrate: brown kraft, white (bleached) kraft, recycled kraft, MG paper, greaseproof paper, folding boxboard (FBB), solid bleached board (SBS), white-lined chipboard (WLC), corrugated with flute type (E, B, micro-flute), cupstock, LDPE or HDPE film, laminate structure for pouches.
• Weight: grammage in g/m² (gsm) for paper and board, or thickness in microns (mil for US readers) for film. For board, caliper in microns can be more useful than gsm.
• Fibre: virgin, recycled or a minimum recycled content, and whether you need chain-of-custody certified material (for example FSC or PEFC) to support a claim.
• Barrier: grease resistance (often expressed as a KIT rating for papers), moisture resistance, PE coating, aqueous dispersion coating, PLA, wax, or a functional barrier against mineral oil migration from recycled fibre. State any restrictions, such as "no intentionally added PFAS" or "no PE coating".

If you are unsure which grade suits your use, our guide to packaging paper grades explains kraft, MG, greaseproof, cupstock and liners, and barrier coatings for paper packaging compares the coating options. For the grease question specifically, see PFAS-free food packaging.

Print method, colours and coverage

Tell the supplier how many colours you need, which exact Pantone references, how much of the surface is printed, and on which sides. Coverage is the field buyers most often leave out, yet a small logo and a full flood of colour on the same item can differ markedly in ink cost, drying and press speed.

• Print process: state a preference only if you have a reason (for example, offset for photographic images on a carton, flexo for kraft bags, digital for a short trial run). Otherwise let the manufacturer propose. Our comparison of packaging printing methods explains the trade-offs.
• Number of colours per side, for example "2/0" (two colours one side, nothing on the reverse) or "4/1".
• Colour references: Pantone numbers (specify coated or uncoated guide) or CMYK. Note that the same Pantone looks different on brown kraft than on white board; see Pantone vs CMYK in packaging.
• Coverage: approximate percentage of the printed area, or a description such as "logo only, about 10 %" or "full flood background with reversed-out logo".
• Print position: one panel, all panels, inside print, all-over repeating pattern, or print on gussets and base.
• Colour standard: whether you will supply a physical colour reference, accept a measured target (Delta E), or require a press approval.

Finishes and special features

List every finish, because each one can add a process, a set-up and sometimes a separate supplier. Common examples are water-based or UV varnish, matt or gloss lamination, spot UV, hot foil, embossing or debossing, window patches, handles, inside print, perforations and tear strips. If a finish is optional, ask for it to be quoted as a separate line so you can see its effect on price. For cartons, our article on carton finishes explains how each is applied.

Quantities, versions and call-offs

Give the quantity per order, your estimated annual volume, how deliveries should be split, and how many designs or sizes share the order. With annual volume and delivery pattern, a manufacturer can quote far more realistically than from a single order quantity.

• Order quantity: ask for price breaks at two or three quantities (for example your expected order, half, and double) to see how set-up costs are spread.
• Annual volume and forecast: tells the supplier whether material can be bought at better terms and whether plates and tools will be reused.
• Call-offs or scheduled deliveries: whether the full quantity ships at once or is produced in one run and released in tranches. State who holds the stock and for how long.
• Versions: number of designs, sizes or language variants, and which share the same print colours. Several sizes sharing one colour set can often share plates or run consecutively. Our packaging MOQ guide explains how this affects minimums.
• Overs and unders: say what quantity tolerance you can accept. Printed packaging is usually produced with some quantity variation, and it should be agreed in advance.

Packing and palletisation

Specify how the goods should be counted, packed and palletised, because packing affects both the price and how the goods are handled at your sites. A café without a forklift needs small cartons it can lift by hand; a distribution centre wants full, stable, labelled pallets.

• Inner packing: units per bundle, sleeve or polybag, and whether bundles must be counted exactly.
• Outer cartons: units per carton, maximum carton weight, carton labelling (item code, description, quantity, batch, barcode).
• Pallet: type (Euro pallet 1,200 x 800 mm, UK 1,200 x 1,000 mm, US 48 x 40 inch), maximum height including pallet, maximum weight, stretch wrap, corner boards, ISPM 15 heat treatment for wood.
• Container or truck loading: whether you want a full truck or container, and whether floor-loaded cartons are acceptable to increase load volume.

Incoterms, destination and delivery

State the Incoterms 2020 rule you want quoted and the named place, plus the full delivery address and any receiving constraints. "FCA Istanbul" and "DAP Hamburg warehouse" are different prices for the same goods, and a quote without a named place is incomplete.

• Incoterm and named place: for example EXW or FCA (factory), FOB or CIF (named port, sea freight only), CPT or CIP (named destination), DAP or DDP (named delivery address). Under DDP the seller handles import duties and taxes in your country, which not every exporter offers.
• Destination country and address: affects freight mode, export documents and any market-specific requirements.
• Receiving constraints: delivery time windows, tail-lift needs, maximum vehicle size, booking requirements.
• Required delivery date and whether partial deliveries are acceptable. For realistic timings by stage and transport mode, see our packaging lead times guide.

When buying from outside your customs territory, also state who acts as importer of record. For goods from Türkiye, documents such as the A.TR movement certificate for the EU, or an origin declaration under the UK-Türkiye trade agreement, should be requested at RFQ stage; our guide to sourcing packaging from Türkiye explains them.

Compliance documents and claims

List every document you will require, and every claim or mark you intend to print, in the RFQ itself. Documentation can affect material choice, testing time and cost, so requesting it after the order is placed causes delays.

Typical requests:

• Food-contact Declaration of Compliance (EU/UK) and, for the US, a statement referencing the relevant FDA provisions. See food-contact packaging compliance.
• Migration or fluorine test reports from an accredited laboratory.
• Material specifications and technical data sheets.
• Evidence supporting printed claims: recycled content, certified fibre, recyclability, compostability. Generic environmental claims have been restricted in the EU since 27 September 2026 under Directive (EU) 2024/825; see recyclable vs compostable claims.
• Mandatory marks: for example the "Plastic in product" marking on PE-lined paper cups sold in the EU under Implementing Regulation (EU) 2020/2151.
• Packaging data for extended producer responsibility (EPR) reporting, such as weight per unit by material. Since 12 August 2026 the EU PPWR, Regulation (EU) 2025/40, applies generally; see our PPWR guide for the roles involved.

Artwork status

Say whether artwork is final, in progress or not yet started, and in which format you will supply it. A manufacturer can quote without final artwork, but it needs to know the colours and coverage, and whether you need the dieline, design support or pre-press work.

State:

• Whether you need the manufacturer's dieline (cutter guide) first.
• File format you will provide (usually vector PDF or AI, with fonts outlined and images at sufficient resolution).
• Proof stage required: digital PDF proof, hard-copy proof, printed sample or press approval.

Our packaging artwork preparation guide covers files, bleed, dielines and proofs in detail.

Copy-ready packaging RFQ template

Copy the block below into an email or document, complete one block per item, and send the same version to every supplier you are asking to quote. Leave a field as "please advise" rather than deleting it, so the supplier knows you want a proposal.

PACKAGING RFQ / SPECIFICATION SHEET

Company:

Contact name, email, phone:

RFQ reference and date:

Quotation required by:

1. PRODUCT

Item type and style:

Intended use (food type, hot/cold, fatty/moist, delivery or counter):

Filling method (hand / automatic machine, machine model if any):

Replacing an existing item? (yes/no; samples sent?):

2. DIMENSIONS

Size (mm; state internal / external / flat):

Gusset / depth / volume:

Acceptable tolerance:

Must fit with (food item, lid, other packaging):

3. MATERIAL AND BARRIER

Substrate:

Grammage (gsm) / caliper / film thickness:

Fibre (virgin / recycled / min. % recycled; certified fibre required?):

Barrier (grease / moisture / other; KIT level if known):

Restrictions (e.g. no intentionally added PFAS, no PE coating):

4. PRINT

Preferred print process (or "please advise"):

Colours outside / inside (e.g. 2/0):

Pantone references (coated/uncoated) or CMYK:

Approximate ink coverage (% or description):

Print position (panels, all-over, gussets, base, inside):

Colour approval method (proof / physical reference / press approval):

5. FINISHES AND FEATURES

Varnish / lamination / foil / emboss / window / handles / other:

Optional finishes to quote separately:

6. QUANTITIES

Quantity per order (and price-break quantities):

Estimated annual volume:

Delivery pattern (single delivery / scheduled call-offs / stock held by supplier):

Number of designs, sizes or versions (and shared colours):

Acceptable overs/unders:

7. PACKING AND DELIVERY

Units per bundle / per carton:

Max carton weight; carton labelling requirements:

Pallet type, max height, max weight; ISPM 15 required?:

Incoterms 2020 rule and named place:

Delivery address and receiving constraints:

Required delivery date; partial deliveries acceptable?:

Importer of record:

8. COMPLIANCE AND ARTWORK

Documents required (DoC, test reports, US FDA statement, PFAS data, certificates):

Claims or marks to be printed (and evidence available):

EPR data required (weight per unit by material):

Artwork status (final / in progress / not started; file format):

Dieline needed from supplier?:

9. COMMERCIAL

Currency:

Payment terms requested:

Quote validity required:

Please quote tooling (plates, cylinders, cutting dies) as separate lines: yes

What do buyers most often leave out of a packaging RFQ?

The omissions that most often cause re-quotes or disputes are ink coverage, tolerances, the Incoterm with a named place, annual volume, packing requirements and the documents needed. Each is small to add at RFQ stage and expensive to correct after the order.

Once the quotes arrive, use our guide to packaging cost drivers and quote comparison to put them on a like-for-like basis. Choosing between the responding suppliers is covered in how to choose a custom packaging manufacturer.

Product-specific specification points

Each product page lists the fields that matter most for that item; use them together with the template above.

Terminology for multilingual RFQs

If colleagues in other markets help prepare the RFQ, a few equivalents help: in German, an RFQ is an "Anfrage" and the quotation an "Angebot", grammage is "Grammatur", print approval "Druckfreigabe" and plate costs "Klischeekosten". In Dutch, an RFQ is an "offerteaanvraag", run length "oplage" and lead time "levertijd". US buyers often say "spec sheet" for the specification and "bid" for the quotation.

Next step: send a complete RFQ

Fill in the template for each item, attach samples or photos and any draft artwork, and send it to your shortlist. 9 Packaging, an Istanbul-based manufacturer and exporter of custom printed packaging for business customers, with experience supplying chain-style foodservice operations, quotes from completed specifications and confirms final details at technical review. Send your RFQ to our team.

Related reading

• Packaging glossary: paper, board, print and compliance terms
• All packaging guides and buyer resources
• PPWR Declaration of Conformity: What It Must Contain and Who Signs It
• How Custom Printed Packaging Is Made: Production Process Guide

To send these fields in a structured format, download the packaging RFQ template (spreadsheet, no sign-up).