Send three packaging suppliers the same vague request and you’ll get back three quotes that can’t be compared — different units, different assumptions, different definitions of “ready to ship.” That’s not the suppliers’ fault; it’s a sign the request for quotation (RFQ) didn’t give them enough to work with.
This guide walks through exactly what a packaging RFQ needs so suppliers can quote against the same specs, you can compare bids apples-to-apples, and nobody discovers a costly surprise after the purchase order is signed.
Quick Answer
An accurate packaging RFQ needs four things at minimum: exact product and material specs (dimensions, substrate, thickness/weight), order quantity with any tiered volumes, printing and artwork details, and the commercial terms you want quoted back (unit price, MOQ, tooling fees, lead time, payment terms). Leaving out any one of these forces suppliers to guess — and guesses show up as inflated prices or quotes that don’t hold once production starts.
The Specs That Belong in Every Packaging RFQ
Start with the packaging type and finished dimensions — box style, pouch format, bottle/closure combination, etc. — stated as length x width x height (or depth) with the unit of measure and whether you mean interior or exterior dimensions. Suppliers price material usage off these numbers, so ambiguity here throws off every quote line.
Name the substrate and its weight or thickness, not just a general material category. For corrugated, that means flute type (commonly E-flute for retail boxes, B-flute for shipping cartons) and board grade. For folding cartons, specify the caliber in points (a typical range is 14pt-24pt SBS or CCNB). For flexible packaging, give film thickness or the material (kraft paper, RPET, non-woven polypropylene, etc.) and weight in GSM or oz/yd². Two suppliers quoting different substrate weights for the “same” box are quoting two different products.
Spell out printing and branding scope: number of colors, coverage (full bleed vs. spot), decoration method if you have a preference (offset, flexo, digital), and whether you’re supplying print-ready artwork or need design support. Attach the dieline if you have one, or say clearly that the supplier needs to create it — that’s a cost line some suppliers fold into setup and others bill separately.
State your order quantity, and if you expect to reorder, give an annual or recurring volume estimate — many suppliers tier pricing by quantity, and a one-time 500-unit order prices very differently than the same 500 units as the first of four quarterly runs. Also note any compliance, certification, or performance requirements up front (food-contact safety, recyclability, drop-test or compression-test standards) since these can change material choice and price.
What to Ask Suppliers to Quote Back
A good RFQ doesn’t just describe your product — it tells suppliers exactly what format to answer in, so every quote lands in a comparable shape. Ask for: unit price at the quantity you specified (and at any tiered quantities you’re curious about), minimum order quantity (MOQ), any one-time tooling, plate, die, or mold charges, sample cost and sample lead time, production lead time once an order is placed, and packed carton quantity and weight for freight planning.
Also request payment terms, quote validity period (how long the price is good for), and whether quoted pricing includes or excludes freight and duties. If quality matters as much as price, ask what acceptable quality level (AQL) they inspect to and whether third-party inspection is available — this flags suppliers who can’t meet your quality bar before you’ve committed, not after.
Finally, ask each supplier to flag anything in your spec they can’t meet exactly as written. This single line in the RFQ surfaces substitutions (a different flute, a slightly different caliber) before they become a surprise on the production floor.
Tips and Common Mistakes
Send the identical RFQ document to every supplier you’re comparing — don’t verbally clarify details to one supplier and not the others. Inconsistent information is the single biggest reason packaging quotes end up impossible to compare.
Don’t skip the dieline or artwork file if you have one, even a rough version. A description of a box is never as precise as the file itself, and mismatched dielines are a common cause of reprints.
Separate one-time costs from per-unit costs in your head before comparing bids. A supplier with a higher unit price but no tooling fee can easily beat a lower unit price that hides a large setup charge, especially on smaller first orders.
Give a realistic timeline, including when you need samples and when you need the finished goods delivered. Lead time affects which suppliers can even bid, and padding your timeline gives you room to negotiate if a quote comes back high.
If this is a reorder or a packaging redesign, attach the previous spec sheet or purchase order. It saves the supplier (and you) from re-deriving specs that already exist.
Explore more: More packaging business guides.
Packaging RFQ template FAQs
What’s the difference between an RFQ and an RFP for packaging?
An RFQ (request for quotation) is used when you already know exactly what you need and just want pricing on a defined spec. An RFP (request for proposal) is broader — you’re asking suppliers to propose a solution, which fits better for new product development where the packaging design itself is still open. Most repeat or well-defined packaging orders should use an RFQ.
How many suppliers should I send a packaging RFQ to?
Three to five is a common range — enough to compare pricing and catch outliers, but not so many that reviewing responses becomes its own project. Fewer than three makes it hard to tell if a quote is competitive; many more rarely adds useful information.
Should I include my target price in the RFQ?
Generally no — stating a target price can anchor suppliers toward quoting right at that number rather than their actual best price. It’s fine to state a budget range if you’re trying to rule out suppliers who are clearly outside your market, but let the detailed specs do the work of getting an accurate number back.
Find the Right Packaging Supplier
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Photo by CHUTTERSNAP on Unsplash.