Food packaging RFQ checklist for wholesale buyers
A useful request for quotation does more than name a product. It gives the supplier enough context to identify the right model, expose unanswered questions and compare commercial terms on the same basis.
Identify the exact format first.
Begin with the product family and the closest available model or AW SKU. If no model has been selected, describe the format in plain language: cup, hinged container, bowl, tray, cutlery kit, carry bag or glove.
Add the dimensions, capacity, material and matching components you already know. A reference photograph can help communicate shape, but it should not replace measurements or a written specification.
- Product family or AW SKU
- Target dimensions or capacity
- Preferred material
- Lid, insert or matching component
- Colour or surface finish
Describe the real application.
Tell the supplier what the packaging will hold, how it will be filled and how long it must travel or remain in service. The same-looking format may be evaluated differently for a cold drink, a hot prepared meal, a dry bakery item or a retail display.
Include filling, holding, transport, storage and end-user conditions that could affect the material or closure. Ask for suitability to be confirmed for the exact model rather than relying on a broad category claim.
Separate customization from the base product.
List the base-product requirement first, then describe artwork, printing, sleeves, labels, embossing, bag colour or wrapper configuration. This makes it easier to distinguish a standard reference from a custom production brief.
Provide the number of print colours, print sides, coverage, artwork format and any colour reference available. If artwork is not ready, say which brand elements are still being developed.
- Print method to be reviewed
- Number of colours and printed sides
- Artwork file status
- Inner-pack presentation
- Carton mark and barcode needs
State quantity in a comparable way.
Give an estimated quantity per order and, when useful, an annual volume. Clarify whether the number refers to individual pieces, packs, cases or complete kits. For assortments, break the total down by model, size or colour.
MOQ, price and lead time depend on the selected specification and project conditions. Request each of them in writing instead of assuming that one figure applies across a whole category.
Name the destination and document request.
Include the destination country or region, sales channel and intended use. Ask which model-specific declarations, test reports or other supporting records are available for review.
A document should be checked for the exact product, material, issuing body, scope and validity period. A supplier name or a similar product image is not a substitute for that review.
Finish with timing and delivery context.
Share the target delivery date, destination port or address, preferred shipping term and whether the order will be consolidated with other products. If timing is fixed, identify the date by which samples, artwork and specifications must be approved.
A complete RFQ will not remove every follow-up question, but it creates a clear record of what has been requested and what still needs confirmation.
Common sourcing questions.
- Can I request a quote without a final SKU?
- Yes. Describe the closest format, application, dimensions, material, quantity and destination. The next step is to identify and confirm the appropriate model.
- Should I send an annual quantity or one-order quantity?
- Send both when available and label each clearly. Pricing, packing and production planning should still be confirmed for the actual order quantity.
- Which details should never be assumed?
- Do not assume final specifications, intended-use suitability, documentation, MOQ, price, availability or lead time. Confirm them in writing for the selected model.