This is a free Excel template for requesting quotes on printed packaging. It has one row per SKU, dropdown lists for the fields that cause the most mismatched quotes, and a blank grid for comparing suppliers like for like. Download it, fill in one row for each item and send the same file to every supplier on your shortlist. No email address is needed.
The template mirrors the fields in our packaging RFQ guide, which explains why each field changes a quote and how to compare the answers. This page only describes the file. An optional box lets you ask for an update when the template changes; the download is not gated.
What is in the packaging RFQ template?
The workbook has six sheets: Instructions, Specification, Artwork and print, Compliance and documents, Logistics, and Supplier comparison. The four data sheets share a SKU ref, so one item stays on the same row across sheets.
| Sheet | What it captures | Columns |
|---|---|---|
| Instructions | Reading order, rules and the colour key (white = type, pale blue = dropdown, grey = formula, yellow = example row). | - |
| Specification | Product, dimensions, material, finishes and quantities. One row per SKU. | 27 |
| Artwork and print | Print process, colours, coverage, approval and artwork status. One row per SKU, same SKU ref as the Specification sheet. | 13 |
| Compliance and documents | Markets, food-contact use, documents required and claims to be printed. One row per SKU. | 17 |
| Logistics | Packing, palletisation, Incoterm, destination and commercial terms. One row per SKU. | 23 |
| Supplier comparison | Blank scoring grid for up to four suppliers. | - |
Which columns are on the Specification sheet?
The Specification sheet holds the product, dimensions, material, finishes and quantities. Its columns are: SKU ref; Item type; Intended use; Replacing an existing item; Samples sent; Dimension basis; Length or width; Gusset or width; Height or depth; Volume; Tolerance; Substrate; Grammage; Caliper or film thickness; Fibre; Minimum recycled content; Certified fibre required; Barrier; Restrictions; Finishes and features; Optional finishes to quote separately; Quantity per order; Price-break quantity 2; Price-break quantity 3; Estimated annual volume; Delivery pattern; Acceptable overs and unders. Dimensions are in millimetres, grammage in gsm and film thickness in microns, and each dimension column states whether it is internal, external or flat through the Dimension basis column.
What do the other sheets ask for?
Artwork and print columns: SKU ref; Print process; Colours outside; Colours inside; Pantone references; Colour guide; Ink coverage outside; Ink coverage inside; Print position; Colour approval method; Artwork status; File format; Dieline needed from supplier.
Compliance and documents columns: SKU ref; Destination market; Food contact; Food temperature; Contact time; Food-contact Declaration of Compliance (EU or UK); US FDA statement; Migration test report; PFAS or total fluorine test report; Technical data sheet; PPWR supplier information (technical documentation inputs); Heavy-metals statement; Recyclability evidence; EPR data: weight per unit by material; Claims or marks to be printed; Evidence for claims available; Plastic in product marking required.
Logistics columns: SKU ref; Units per bundle; Units per carton; Maximum carton weight; Carton labelling; Pallet type; Maximum pallet height incl. pallet; Maximum pallet weight; Stretch wrap; Corner boards; ISPM 15 heat-treated pallet; Loading; Incoterm (Incoterms 2020); Named place; Destination country; Delivery address and receiving constraints; Required delivery date; Partial deliveries acceptable; Importer of record; Currency; Payment terms requested; Quote validity required; Tooling quoted as separate lines. The Incoterm column accepts Incoterms 2020 rules only, and the Named place column must be filled, because a quote without a named place is incomplete.
Which dropdown lists does the template use?
Dropdowns are used wherever free text tends to produce quotes that cannot be compared. The main lists are below.
| Field | Allowed values |
|---|---|
| Dimension basis | Internal; External; Flat (unfolded) |
| Substrate | Brown kraft; White (bleached) kraft; Recycled kraft; MG paper; Greaseproof paper; Folding boxboard (FBB); Solid bleached board (SBS); White-lined chipboard (WLC); Corrugated E-flute; Corrugated B-flute; Corrugated micro-flute; Cupstock; LDPE film; HDPE film; Laminate (describe in notes); Please advise |
| Barrier | None; Grease resistant; Moisture resistant; PE coating; Aqueous dispersion coating; PLA; Wax; Mineral-oil functional barrier; Please advise |
| Incoterm (Incoterms 2020) | EXW; FCA; FOB; CIF; CPT; CIP; DAP; DDP |
| Pallet type | EUR/EPAL 1 (1200 x 800 mm); EUR 2 / industrial (1200 x 1000 mm); UK standard (1200 x 1000 mm); US GMA (48 x 40 in); No preference |
| Delivery pattern | Single delivery; Scheduled call-offs; Supplier holds stock |
| Print process | Please advise; Flexo; Offset; Digital; Gravure |
The pallet list uses the common standards: the Euro pallet at 1,200 x 800 mm, the 1,200 x 1,000 mm industrial and UK pallet, and the US GMA pallet at 48 x 40 inches (about 1,219 x 1,016 mm). Choose "No preference" only if your warehouse can take any of them.
How does the example row work?
Row 3 of the Specification sheet holds an example, an SOS bag, with the SKU ref marked "EXAMPLE - delete". It exists to show the expected format, such as millimetres in the size columns and a whole number of pieces in the quantity column. Its values are illustrative, not a recommendation or a typical specification. Delete the row before sending.
| Column | Example value |
|---|---|
| Item type | SOS bag |
| Dimension basis | Internal |
| Length or width x gusset x height | 260 x 150 x 350 mm |
| Tolerance | 3 mm |
| Substrate and grammage | Brown kraft, 80 gsm |
| Barrier | Grease resistant |
| Quantity per order and price breaks | 50,000 pieces; 25,000 and 100,000 |
| Delivery pattern | Scheduled call-offs |
How does the supplier comparison sheet score quotes?
The sheet has a blank grid for four suppliers. You enter weights that add up to 100 and scores from 1 to 5, and the sheet computes a weighted total. The formula in words: for each supplier, multiply every score by its weight, add the results and divide by 100. The result is between 1 and 5.
Weighted total = SUMPRODUCT(weights, scores) / 100
Price and tooling rows are entered as currency values, not scored, so compare them on the same Incoterm and named place before applying a score. A check cell turns red if the weights do not add up to 100. No weights are pre-filled, because they depend on your own priorities.
Next step: send the same file to every supplier
Send one version to each supplier so that every quote answers the same specification. Add samples or a photo of the item in use and any draft artwork. If the packaging will be sold in the EU, list the documents you need in the Compliance sheet and see the PPWR compliance checklist for the evidence to ask for. 9 Packaging is an Istanbul-based B2B printed packaging manufacturer and exporter, and quotes from completed specifications; final details are confirmed at technical review. Send your RFQ to our team.