What Should Buyers Include in a Custom Packaging RFQ?

A useful custom packaging request for quotation (RFQ) should explain what the packaging must contain, how it will be used, which specifications are mandatory, and how the finished order will be evaluated. Buyers should include dimensions, material preferences, product weight, printing artwork, order quantity, quality requirements, packaging configuration and delivery details. If some specifications are undecided, the RFQ should identify them as open questions rather than leave suppliers to make incompatible assumptions. A structured RFQ helps buyers compare quotations on a like-for-like basis and reduces avoidable changes after sampling.

Why Does a Complete Packaging RFQ Matter?

When sourcing custom packaging from Lanfon Hwakon, buyers can improve the quality of quotations by providing the same essential information to each supplier.

A short message such as “Please quote custom printed bags” may generate an initial price, but it does not define the complete product. Suppliers may make different assumptions about material, thickness, dimensions, printing, packing quantity or performance requirements. As a result, the lowest quotation may not represent the lowest cost for an equivalent package.

A more complete RFQ helps suppliers understand:

• What product will be packaged.

• What the packaging must do.

• Which materials and structures are acceptable.

• How the packaging should look.

• How much is required.

• Which quality checks or compliance documents are necessary.

• Where and when the order must be delivered.

The purpose is not to make the first request unnecessarily complicated. It is to communicate the information that materially affects product suitability, production feasibility, pricing and delivery.

What Information Should a Custom Packaging RFQ Include?

The following checklist can be adapted for plastic bags, paper bags, courier bags, food packaging and other custom packaging formats.

Not every field applies to every packaging type. The RFQ should be detailed enough to define the product without requiring buyers to decide technical details they do not yet understand.

1. Describe the Product and Its Intended Use

Start with the item that will go inside the package. The intended application often provides more useful information than a general description of the bag.

Include the product's dimensions, weight, shape and any characteristics that could affect packaging performance. For example, sharp edges may create puncture risks, while moisture-sensitive products may require a different packaging structure from dry goods.

Also explain how the package will be handled. Will it sit on a retail shelf, be carried by a customer, travel through a parcel network, or be stored in a warehouse for an extended period?

These details help a manufacturer recommend a suitable packaging solution instead of quoting a product that matches only the requested appearance.

For buyers who have not selected a format, Lanfon Hwakon's packaging solutions cover plastic and paper packaging for multiple industries. The supplier can assess the application before the buyer finalizes the structure.

2. Specify Dimensions and Construction

Packaging dimensions should be unambiguous.

For a bag, identify the required width and length, and include gusset dimensions if relevant. Explain how the bag should open and whether it needs a resealable closure, handle or other feature.

For paper packaging, buyers may also need to specify handle type, bottom construction, board or paper characteristics, and whether the packaging must stand upright.

For mailers and cartons, include the dimensions of the product being shipped and any protective inserts or internal space requirements.

If you are working from an existing package, a physical sample can be useful. However, tell the supplier whether the new package must reproduce the sample exactly or whether changes are permitted to improve fit, protection or cost.

What if the dimensions are not finalized?

Provide the approximate product size and explain what must fit inside. Ask the supplier to recommend a packaging size, then approve a sample before confirming the final specification.

Do not treat a preliminary estimate as a final production drawing. Confirm the finished dimensions and tolerances before the bulk order is released.

3. Define Material and Performance Requirements

Material selection should follow the intended use rather than a general preference for paper or plastic.

For example, a retail shopping bag may prioritize appearance and carrying performance, while a food package may require specific functional properties and appropriate food-contact documentation. An e-commerce mailer may prioritize parcel protection, closure reliability and dimensional efficiency.

If you know the required material, state it in the RFQ. If you do not, describe the performance requirements and ask the supplier to propose suitable alternatives.

Lanfon Hwakon supplies custom plastic packaging with material options including LDPE, HDPE, PP, PLA and selected recyclable or biodegradable options. Its paper packaging solutions include custom paper bags and shipping-related formats.

The exact suitability of a material depends on the application, construction and relevant requirements. Buyers should not assume that every material is suitable for all temperatures, food-contact uses or disposal systems.

Should the RFQ require a particular thickness?

Include a target thickness if you already have a validated specification. Otherwise, describe the product weight, edge characteristics and required protection, and ask the manufacturer to recommend a suitable construction.

This allows the supplier to consider whether the application requires a particular thickness, a different material, reinforcement or a change to the bag design.

4. Provide Artwork and Printing Requirements

Custom printing can affect production setup, color reproduction and price. The RFQ should identify the intended artwork and how it must appear on the package.

Provide the following where available:

• Logo and artwork files.

• Brand colors or color references.

• Required printing areas and positions.

• Number of designs or versions.

• Any required text, symbols or barcodes.

• Preferred surface finish.

• Requirements for print durability or readability.

If the artwork is still being developed, state that clearly. Suppliers can provide a preliminary assessment, but the final price and production plan may need confirmation once the artwork is approved.

For multiple SKUs, list each design and its quantity separately. A quotation based on one design may not accurately reflect an order that requires several different artworks.

Before bulk production, review a proof or sample to confirm layout, spelling, color appearance and print placement.

5. Confirm Order Quantity and Product Mix

Quantity is a major factor in packaging quotations, but the total number of units is not always enough to define the order.

Include the quantity required for each size, color, design and packaging format. If the order contains several SKUs, provide a clear breakdown.

Also state whether the project is a trial order, a seasonal purchase or an ongoing program. This information can help the supplier understand whether future repeat orders are likely to use the same specification.

Lanfon Hwakon's FAQ states that its general minimum order quantity is typically one ton per item per graphic, while some market-testing orders may be considered at lower quantities depending on the specific order. Buyers should confirm the current MOQ for the requested product and configuration directly with the supplier. 

Avoid comparing prices based only on total order value. A quote for a large single-design order may not be directly comparable with a smaller order split across several designs.

6. State Quality and Testing Requirements

The RFQ should explain how the finished packaging will be accepted.

Possible requirements include:

• Dimensional tolerances.

• Material or thickness verification.

• Printing and color consistency.

• Closure or seal performance.

• Carrying, tear or puncture resistance where relevant.

• Packaging appearance and workmanship.

• Carton labeling and quantity accuracy.

• Required inspection records or test reports.

Choose tests according to the application. For example, a courier bag may require a different evaluation from a food storage bag or a paper shopping bag.

If the packaging is intended for food, healthcare or another regulated use, identify the destination market and relevant requirements. Ask the supplier to confirm which materials and documentation are available for the specific product.

Avoid using vague requirements such as “best quality” without defining what will be checked. A written acceptance standard helps both parties understand what constitutes a conforming order.

7. Include Delivery and Packing Details

Delivery requirements can affect the total purchasing cost and whether the order can meet the buyer's launch schedule.

Include the delivery destination, requested arrival date, preferred shipping arrangement if known, and any special packaging or labeling instructions.

If the goods will be shipped to a warehouse or distribution center, explain any carton-labeling, palletization or receiving requirements that the supplier must follow.

Ask the supplier to distinguish production lead time from transportation time. These are not necessarily the same, and the final schedule may depend on artwork approval, material availability, sample confirmation and order quantity.

Lanfon Hwakon's FAQ gives a general delivery timeframe of 30–45 days depending on order quantity. Treat this as an initial reference only; confirm the current schedule for the actual product, quantity, destination and approval process. 

8. Ask for a Comparable Quotation

A useful RFQ should request the same pricing details from every supplier.

Ask suppliers to identify:

• Unit price and quoted currency.

• Quantity basis for each price.

• Tooling, printing or setup charges, if applicable.

• Sample charges and sample lead time.

• Minimum order quantity.

• Production lead time after final approval.

• Packing method and packing quantity.

• Shipping terms and whether freight is included.

• Quotation validity.

• Material and specification assumptions.

If the supplier proposes an alternative material or design, ask for it to be priced separately from the requested specification. Otherwise, it may be difficult to determine whether the price difference reflects a genuine cost advantage or a different product.

For larger projects, buyers can request two or three clearly defined options—for example, the required specification and one or two alternatives that maintain the essential performance requirements.

A Practical Custom Packaging RFQ Template

Buyers can copy the following structure into an email or procurement document and complete the relevant fields.

Subject: Request for Quotation – Custom Packaging

1. Company and project

• Company name:

• Contact person:

• Product or project name:

• Destination country:

2. Packaging application

• Product to be packed:

• Product dimensions and weight:

• Intended use and handling conditions:

3. Packaging specification

• Packaging type:

• Finished dimensions:

• Material preference or performance requirements:

• Thickness or weight, if specified:

• Closure, handle, gusset or other features:

4. Branding

• Logo or artwork attached:

• Number of designs:

• Printing colors and placement:

• Required finish or labeling:

5. Order quantity

• Quantity per design:

• Quantity per size or color:

• Expected repeat-order frequency, if known:

6. Quality and compliance

• Required performance tests:

• Measurement tolerances:

• Destination-market requirements:

• Required documentation:

• Inspection and acceptance criteria:

7. Delivery and quotation

• Delivery destination:

• Target delivery date:

• Packing requirements:

• Requested quotation currency:

• Sample requirements:

• Please state MOQ, unit price, setup costs, sample lead time, production lead time and quotation validity.

8. Open questions

• Technical recommendations requested:

• Specifications still to be confirmed:

This format gives suppliers a clear starting point while allowing them to recommend technical details that the buyer has not yet finalized.

Common RFQ Mistakes That Lead to Misleading Quotes

Requesting a Price Without Describing the Application

The supplier may quote a standard bag that does not suit the product. Include the contents, dimensions, weight and handling environment.

Omitting Printing and Design Quantities

A quotation for one artwork may not cover several designs. List each design and its quantity.

Leaving Material Requirements Unclear

If a particular material is mandatory, state it. If the material is flexible, define the required performance and ask for recommendations.

Ignoring Testing and Compliance

Packaging may need to meet specific performance or destination-market requirements. These should be discussed before the supplier finalizes the material and price.

Comparing Prices With Different Assumptions

Confirm dimensions, material, thickness, printing, quantity, packaging and shipping terms before comparing suppliers.

Changing Requirements After Sample Approval

Late changes can affect material orders, production planning, costs and delivery schedules. Confirm the final artwork and specification before authorizing bulk production.

Frequently Asked Questions

What does RFQ mean in packaging procurement?

RFQ stands for Request for Quotation. It is a document or inquiry that describes the required packaging and asks suppliers to provide pricing and related commercial details.

Do I need to know the exact material before requesting a quote?

Not always. If the material is undecided, provide the application and performance requirements, then ask the supplier to recommend options. Clearly distinguish confirmed requirements from preferences.

Why do packaging quotations vary between suppliers?

Prices can differ because of material, dimensions, thickness, printing, design complexity, order quantity, production methods, quality requirements, packaging and shipping terms. Comparing equivalent specifications is essential.

Should I request a sample before placing a bulk order?

For custom packaging, a sample or approved proof is often valuable, especially when dimensions, printing, closure performance or product protection are important. Agree on the sample and approval process before production.

What if my order has several designs or sizes?

List the quantity for each design and size separately. Ask the supplier to show any setup charges or price differences associated with each configuration.

Request a Custom Packaging Quotation from Lanfon Hwakon

A well-prepared RFQ helps packaging buyers compare suppliers fairly, reduce specification gaps and identify potential production issues before committing to a bulk order.

Lanfon Hwakon provides paper and plastic packaging solutions for food, retail, household, medical and e-commerce applications. Send your product details, packaging format, target quantity, artwork and delivery requirements to discuss a suitable solution.

Contact Lanfon Hwakon

Email: chenjiahe@topopixel.com

Website: https://www.lanfonpack.com/