A strong RFQ turns a vague packaging idea into comparable supplier quotes. Without one, every supplier makes different assumptions about box style, material, print method, freight, samples, and timelines. That creates inconsistent quotes: one supplier appears lower because they excluded tooling, another appears higher because they included shipping, and no one is quoting the exact same project.
Use this RFQ structure when requesting quotes from custom packaging suppliers, design partners, label vendors, or overseas factories.
1. Project Overview
Start with a short summary so suppliers understand the commercial context.
- Brand name and website.
- Product category and customer segment.
- Packaging goal: lower damage, premium unboxing, lower shipping cost, sustainability, retail readiness, or launch packaging.
- Target launch or reorder date.
- Delivery destination: your warehouse, 3PL, Amazon prep center, or manufacturer.
2. Packaging Specifications
This is the heart of the RFQ. Be as specific as possible, and state what is flexible.
- Packaging type: mailer box, shipping carton, rigid box, poly mailer, label, insert, sleeve, tape, tissue, or custom insert.
- Dimensions: internal dimensions, external dimensions if constrained, and tolerance requirements.
- Product weight: include packed product weight and any fragility notes.
- Material: kraft, white corrugated, recycled board, FSC board, BOPP label, compostable film, or supplier recommendation.
- Print: number of colors, inside/outside print, Pantone colors, CMYK, varnish, foil, embossing, or no finish.
- Closure: tuck top, self-seal strip, locking tabs, tear strip, adhesive, or tape.
3. Quantity and Pricing Tiers
Ask for multiple tiers. A single quote at one quantity hides the pricing curve.
- Starter run: 250 or 500 units.
- Target run: 1,000 or 2,500 units.
- Scale run: 5,000 or 10,000 units.
- Reorder pricing: ask whether tooling or setup fees repeat.
- MOQ: ask for the true minimum and the economic minimum.
4. Samples and Proofing
Ask suppliers to separate sample costs from production costs. A clean RFQ should include:
- Cost for a blank structural sample.
- Cost for a printed production-intent sample.
- Whether sample cost is credited toward the first order.
- Digital proof timing.
- Physical proof timing.
- Color matching process and acceptable tolerance.
5. Quality and Sustainability Requirements
Include only claims you actually need, but make them specific.
- Required certifications: FSC, SFI, BPI, TUV OK Compost, ISO 9001, food contact, or none.
- Required recycled content percentage.
- Drop-test, compression, or ECT requirements if relevant.
- Inspection process before shipment.
- Defect policy and replacement terms.
6. Quote Response Format
Tell suppliers exactly how to respond. This makes comparison easier.
- Unit price at each quantity tier.
- Tooling, plates, dies, setup, and proofing fees.
- Sample cost and sample lead time.
- Production lead time after artwork approval.
- Freight cost to destination, or shipping method assumptions.
- Payment terms and deposit requirement.
- Expiration date for the quote.
Short RFQ Email Template
Subject: RFQ for custom ecommerce packaging - mailer boxes - 2,500 units
Hello,
We are requesting a quote for custom mailer boxes for our ecommerce product line. Please quote the specifications below at 500, 1,000, and 2,500 units. We need pricing, setup fees, sample cost, production lead time, freight assumptions, and any recommendations you have for improving cost or production reliability.
Attached: product dimensions, artwork/dieline if available, brand guidelines, current packaging photos, and target delivery location.
Thank you, and please let us know if any specification is unclear before quoting.
Final Tip
Send the same RFQ to at least three suppliers. If one quote is materially lower, assume something is missing until proven otherwise. The best supplier response is not just a price; it is a clear explanation of assumptions, trade-offs, and production risks.