Custom Packaging RFQ: Specification Checklist for Buyers
Quick answer: A useful custom packaging RFQ specifies the product, bag format, dimension convention, material or performance targets, closures, artwork, quantity by SKU, acceptance criteria and delivery basis. Give every supplier the same revision so differences in price reflect comparable requirements.
An RFQ is a request for quotation. For packaging buyers, it is also the document that separates a preliminary estimate from a manufacturing specification. A message saying 10,000 printed bags leaves too much open: one supplier may assume a thinner film, another may omit a zipper, and neither may include tooling or freight.
This checklist is designed for brands and importers sourcing flexible bags and pouches. It complements our MOQ, lead-time and cost guide by focusing on the information needed to compare offers.
The custom packaging RFQ specification checklist
| RFQ field | Information to provide | Question to resolve |
|---|---|---|
| Product and application | Contents, fill weight, storage, handling and intended market | What must the packaging protect against? |
| Format and dimensions | Bag type; width, height and gusset on a drawing; units and tolerances | Are dimensions external, and how is the gusset measured? |
| Material or performance | Preferred structure, thickness basis, barrier or puncture requirements | Is the supplier proposing the same structure or an alternative? |
| Closures and features | Zipper, slider, valve, tear notch, hang hole or window | Which features are included in the quoted price? |
| Printing and artwork | Artwork revision, colors, finish and supplier dieline | Are setup, cylinders or plates separate charges? |
| Quantity by SKU | Pieces per size and design, trial quantity and reorder forecast | Does the MOQ apply to each design or the combined order? |
| Testing and acceptance | Approved sample, functional tests, defect rules and sampling plan | What evidence is required before shipment? |
| Packing and delivery | Carton requirements, destination, delivery term and named place | Which transport costs and responsibilities are included? |
Specify the product before choosing the film
Describe whether the product is a dry powder, oily snack, sharp component, folded garment or another application. State filling temperature and process if relevant, whether the bag will be vacuum packed, and the expected storage conditions. A clear product brief helps the supplier explain alternatives instead of silently substituting materials.
If you do not know the film structure, state the protection required and request a proposed structure with its assumptions. Use the packaging material comparison for terminology. Do not require a particular material solely because another product uses it.
Make dimensions and capacity unambiguous
Attach a dimensioned drawing or a reference sample, and state millimeters or another consistent unit. Identify external dimensions, bottom-gusset convention, zipper location and seal allowances. For a filled pouch, give target weight and measured product volume rather than relying on a nominal capacity label.
Use the pouch size and fill-volume guide to plan sample trials. Freeze the final drawing only after the actual product can be filled, closed and packed into the intended carton.
Separate artwork approval from functional approval
A digital proof can confirm layout and text; it cannot demonstrate seal performance, filled shape or the exact appearance of ink on the final film. Ask what the proof represents, whether white ink is needed, which print process is proposed and whether a physical printed sample is available for the project.
Follow our packaging artwork preparation checklist and compare digital, gravure and flexographic printing. Record who owns tooling, how repeat orders are charged and which artwork revision has been approved.
How to compare quotations on a common basis
Put quotes into a comparison sheet with the same size, structure, features and quantity. Separate unit price from setup, sampling, testing, packing, freight and other quoted charges. State the currency and quotation validity. If using an Incoterms rule, record its version, named place and any exclusions in the agreed offer.
Illustrative cost comparison: An offer of $0.12 per bag for 10,000 pieces plus $300 in setup charges gives a goods-and-setup subtotal of $1,500, or $0.15 per piece. A second offer at $0.14 with setup included totals $1,400. These hypothetical figures exclude shipping, duties, taxes and other charges; they are not Bowen prices.
A lower quoted bag price therefore does not automatically mean a lower comparable total. If suppliers propose different structures, compare them as separate alternatives and request samples before selecting one.
Define the approval gates before paying for production
- Specification confirmation: resolve dimensions, structure, features and exclusions.
- Sample approval: check actual filling, closure, appearance and handling.
- Artwork approval: approve the identified proof and dieline revision.
- Production release: confirm quantity, charges, payment terms and the promised production milestone.
- Shipment release: review agreed inspection evidence and carton details.
Use the seal integrity and QC checklist to describe functional testing. Ask the supplier to state when production lead time starts and distinguish it from transport time. Avoid treating an estimate given before sample and artwork approval as a guaranteed arrival date.
For a more detailed application guide, Specify carton-sealing tape by board surface, temperature and application conditions. Use the checks to define the required protection and supporting evidence before ordering.
A short RFQ template you can copy
We need [bag format] for at [fill weight and volume]. Destination market: [country]. Dimensions: [drawing revision and units]; gusset convention: [marked on drawing]. Required structure or performance: [details]. Features: [closure, valve, notch, window]. Printing: [artwork revision, colors and finish]. Quantity: [pieces per SKU]. Please itemize unit price, tooling, sampling, testing and delivery charges; state MOQ per design, quotation validity, lead-time trigger, packing details, delivery term and exclusions. Confirm the sample approval process and inspection plan before production.
Bowen New Material (Dongguan) Co., Ltd. is a custom packaging manufacturer based in Dongguan, China. Explore our custom packaging service and send your RFQ and reference drawing for a project-specific discussion.
Frequently asked questions
What if I do not know the packaging material?
Describe the product, storage, filling and required protection. Ask the supplier to propose a structure and state its assumptions, then validate samples before ordering.
Should MOQ be quoted per SKU or per order?
Ask explicitly. Sizes, designs, materials and print setup can create separate minimums, so a combined order quantity may not meet every SKU requirement.
Does an approved digital proof mean the bag is production-ready?
It approves the artwork scope represented by the proof. Functional approval still requires the agreed dimensions, material, closures and relevant sample checks.
How do I prevent unwanted substitutions on repeat orders?
Reference the approved specification and artwork revisions, retain samples, and require written approval for changes to material, thickness, features or production assumptions.