Start with the information you have
A packaging RFQ is a request for a price based on a described packaging requirement. It helps the people reviewing your project understand what is being packed, what the package needs to do, how many units you may need, and which decisions remain open.
You do not need a finished technical specification to start a conversation. A product description, the intended packaging type, an approximate quantity, and any useful reference can be enough for an initial review. The clearer the later brief becomes, the easier it is to compare options and prepare a more defined quotation.
The practical goal is to distinguish confirmed requirements, preferences, and open questions. Do not invent a board grade, box dimension, finish, or delivery date just to make an RFQ look complete.
First, describe the product and the packaging job
Explain what will go inside the packaging, including the product’s approximate dimensions and weight where known. Say whether the package is for retail presentation, shipping protection, gifting, an e-commerce order, or another use. Fragile parts, a heavy product, an unusual shape, or a required opening experience may affect the structure and insert.
If you know the packaging format, name it: for example, a folding carton, rigid box, paper bag, or corrugated mailer. If you only have a reference image, share it and describe what you like about it. A picture communicates an intended appearance; it does not establish material, size, construction, or production feasibility on its own.
Product dimensions and packaging dimensions are different. If you give a box size, identify whether it is an intended internal or external finished size and include the unit. If you are unsure, provide the product size and say that the packaging size needs to be developed. This avoids comparing prices based on different interpretations of the same three numbers.
Identify the choices that affect the quote
A useful RFQ covers the areas below as far as they are known. They are prompts for discussion, not a 12-field entry test.
| Area | Helpful information to provide |
|---|---|
| Structure and fit | Packaging type, opening style, product fit, any insert or accessory |
| Dimensions | Product size; proposed package size and whether it is internal or external |
| Material | Known material or performance requirement; otherwise an appearance or strength preference |
| Printing | Number of printed areas, approximate colour or coverage needs, and any colour reference |
| Finishing | Lamination, foil, embossing, spot effects, or another requested finish, if relevant |
| Quantity | Approximate first order, number of designs or sizes, and possible later quantities |
| Artwork | Final file, work in progress, reference image, or no artwork yet |
| Sampling | Whether you need a physical sample and what it must help you approve |
| Packing and shipping | Intended delivery country, packing needs, and any known carton or pallet constraint |
| Timing | Target arrival or launch date, with room for sampling and approval |
The list is most useful when you mark what is uncertain. For example, “paperboard grade open; recommend options suitable for a 700 g product” gives the reviewer a decision to work on. “300 gsm required” without a reason may prematurely narrow the options.
Quantity deserves more detail than one total number when there are variants. A single design in one size and five designs in five sizes may have different setup and minimum-order implications. Give the approximate quantity per design or size if you can. If the forecast is uncertain, request prices at a few realistic quantity levels and ask how the price changes.
Explain what is still being designed
Artwork does not have to be final for the first inquiry. State its status honestly. A finished visual mockup may still lack a production dieline, bleed, approved colours, or final text. If a particular finish or insert is important to the brand experience, identify it early even if the drawing is unfinished.
Samples should be described by purpose. Do you need to check physical fit, opening and closing, material feel, print appearance, or the complete assembled pack? A sample that answers only a structural question may not settle the colour or finish decision. Agree what a sample represents before using it as a production reference.
Likewise, distinguish a target arrival date from a target production completion date. Artwork completion, structural development, sampling, approval, packing, and freight can all affect the sequence. A date is useful even when provisional, provided you say what it means.
Ask for a comparable response
When requesting prices from more than one source, send the same brief and ask each respondent to state the assumptions behind the price. Useful comparisons include the quoted quantity and unit, structure, material, print and finish scope, whether tooling or samples are included, packing basis, delivery basis, expected timing, and what remains excluded or subject to confirmation.
The lowest unit price is difficult to interpret if one offer includes an insert and another does not, or if the prices assume different delivery terms. A clear RFQ helps expose those differences before you choose a direction.
Budget price or formal quote?
A budget price gives early cost direction using the available information and stated assumptions. It can help you compare broad structures or decide whether to continue developing a design. It should identify what may change.
A formal quote can be prepared once the packaging specification and relevant commercial conditions are sufficiently defined. It should be assessed against its stated scope, validity, quantity, sampling or tooling treatment, delivery basis, and any exclusions. An early estimate should not silently become a production commitment.
PACKRIVA’s current Contact page makes this distinction. Buyers can begin with five basic inquiry fields; technical details can be clarified afterwards. The Packaging RFQ Builder is for a more structured brief and currently asks for an approximate positive quantity and delivery country. These are different starting routes for different levels of readiness.
A short example
A useful early inquiry might read:
“We are planning a printed folding carton for a glass skincare bottle. The bottle is approximately 55 × 55 × 145 mm and weighs about 280 g. We expect around 5,000 cartons for one design. We have a visual mockup but no confirmed dieline or board grade. We need to assess bottle protection and shelf presentation, and would like a physical fit sample. Delivery is planned for the United Kingdom; our target arrival month is November. Please identify the assumptions needed for an initial budget price.”
This is enough to reveal the main choices without pretending the specification is complete. The reviewer can ask about internal fit, insert, print, board, packed weight, approval timing, and shipping basis.
Before you send
Check that you have labelled dimensions and units, counted design or size variants, identified what is confirmed versus open, and attached any reference that you are entitled to share. If you need a price comparison, ask respondents to state their assumptions and exclusions.
Use the Packaging RFQ Builder when you want a reusable structured request. Use the Packaging Specification Builder when you are documenting technical decisions for sampling or supplier review. If the project is still at the “here is what we know” stage, Contact PACKRIVA with a short outline.
Common misunderstanding
“I must finalize every technical field before asking.” You can ask earlier. The first response may be a clarification request or a budget price, while a formal quote needs a sufficiently defined scope.