SOURCING & QUOTING
Sourcing Packaging Quotes Without Hidden Gaps
Compare packaging quotes using written specs, itemized fees, freight checks, worked cost examples, and an RFQ checklist. Learn Teal's fee and sample policies.
Start with a written specification and a quote grid, not a single unit price. List substrate, structure, print, quantity, sample and proof needs, labeling or channel prep, and who owns the dieline. Ask every supplier to show setup, plate, tooling, sample, freight, and change-order costs as separate lines. Compare total landed cost at the same quantity and validate the arithmetic. Teal does not charge setup, plate, or tooling fees. Teal's sample kit costs $50, credited to your first order. Confirm regulated or channel requirements in your own agreements.
Begin with a specification, not a price request
An RFQ that says only a quantity and a product type invites quotes that are hard to compare. Write a one page specification that states the product dimensions and weight, the packaging format you are considering, the substrate or performance need, the print method and color count, the quantity, the artwork status, and the distribution channel. Add any labeling, barcode, retail prep, or regulated packaging question that applies. The supplier can then quote the same scope rather than guessing.
State what you already know and what you need the supplier to confirm. For example, if the product may need special packaging under the Poison Prevention Packaging Act, describe the product and ask for a review path. Do not ask a supplier to certify compliance for you. The CPSC guide says CPSC does not approve, certify, or endorse specific special packaging, and the finished product manufacturer is responsible for selecting suitable packaging and ensuring compliance.
Separate structure, material, print, and compliance scope
Break the quote into four buckets: structure, material, print, and compliance or channel prep. Structure covers the format and the simplified geometry you are using for planning. Material covers substrate, caliper, coatings, and any recycled or barrier need. Print covers method, color count, proof type, and artwork readiness. Compliance or channel prep covers labels, barcodes, warnings, retail packaging rules, and any special packaging review.
Use a simplified geometry exercise to estimate material area, but do not treat it as a manufacturable dieline. For a rectangular sleeve around a product box, you might plan a wrap that covers four faces plus a glue tab. That planning sketch is not a production drawing, and flat panel dimensions do not equal product dimensions because clearance, board thickness, and fold allowances change the fit. Ask the converter to confirm the dieline, bleed, and panel layout.
- Ask for these line items: substrate and caliper; print method and colors; dieline ownership; sample and proof type; minimum quantity and overrun; packing and freight.
Use a quote comparison grid
A grid keeps the conversation on scope. Put each supplier in a column and each cost or scope item in a row. The table below is a starting point, not a universal requirement.
| Quote item | Why it changes the comparison | Ask this in the RFQ |
|---|---|---|
| Substrate and caliper | Different materials change strength, print, and recyclability questions | What exact substrate and caliper are you quoting? |
| Print method and color count | Digital, flexo, offset, and screen quotes may include different proof and color steps | Which print method, color count, and proof are included? |
| Dieline and structure ownership | A low unit price may exclude structure development or tooling | Who owns the dieline, and is structure work included? |
| Setup, plate, and tooling fees | These can be separate from unit price | List every setup, plate, tooling, and make-ready fee. |
| Minimum quantity and overrun | A lower unit price at a higher quantity can hide inventory cost | What is the minimum, and what overrun is allowed? |
| Sample and proof | A quote without a proof may not match your artwork | What sample and proof are included, and what is the sample fee? |
| Freight and dimensional weight | Light bulky packages can be charged by dimensional weight | What shipped weight and dimensions will you use? |
| Labeling and channel prep | Retail or fulfillment prep can add steps outside printing | Which label, barcode, or prep steps are included? |
| Change orders and payment terms | Revisions can change the total after approval | What is the change-order policy and payment schedule? |
Worked example: compare total cost at one quantity
The numbers below are illustrative cost units for arithmetic only. They are not a quote, a market benchmark, or a Teal price. Suppose you request 5,000 printed sleeves and receive two quotes with different fee structures.
Supplier A quotes 0.42 cost units per unit, a 250 setup fee, a 150 plate fee, and 180 freight. Multiply 5,000 by 0.42 to get 2,100. Add 250, 150, and 180 to get 2,680 total. Divide 2,680 by 5,000 to get 0.536 per unit.
Supplier B quotes 0.39 per unit, no setup fee, no plate fee, and 260 freight. Multiply 5,000 by 0.39 to get 1,950. Add 260 to get 2,210 total. Divide 2,210 by 5,000 to get 0.442 per unit. The difference is 470 total, or 0.094 per unit. The lower unit price and the lower total point the same way here, but that is not the lesson. The lesson is that the fee lines and freight belong in the comparison.
Now change one input. If Supplier B adds a 300 tooling fee, its total becomes 2,510 and its per unit cost becomes 0.502. The gap narrows to 170 total, or 0.034 per unit. This is why you ask for every fee before you rank quotes.
Ask about setup, plate, tooling, and sample fees in writing
Other suppliers may charge setup, plate, tooling, make-ready, or sample fees. Those fees can be legitimate, but they should be visible. Ask for a line item list and ask which fees are one time and which repeat on a reorder. Ask whether a sample fee is credited toward the order. Teal does not charge setup, plate, or tooling fees. Teal's sample kit costs $50, credited to your first order. Standard MOQ is 50, and specialty rigid packaging MOQ is 100 if relevant. Product prices are quoted per project.
Put the fee answer in the same file as the quote. If a supplier says the fee is included, ask where it appears in the total. If the fee is waived, ask under what conditions. This prevents a later surprise when the order quantity changes or the artwork is revised.
Validate freight and dimensional weight before comparing landed cost
Freight can change the ranking. FedEx packaging guidance gives a dimensional weight method: multiply length by width by height in inches, divide by 139 for U.S., Puerto Rico, and international shipments, then compare that result with actual weight. The chargeable weight is the greater of actual weight or dimensional weight. Use the carrier and service you plan to use, and ask the supplier for the packed dimensions and weight, not only the product dimensions.
For a hypothetical planning check, an 18 by 14 by 10 inch carton has 2,520 cubic inches. Divide 2,520 by 139 to get about 18.1 pounds before any carrier rounding. If the actual weight is 12 pounds, the dimensional figure is greater, so the shipment is likely charged on the dimensional figure under that method. This is an arithmetic estimate, not a freight quote. Carrier rules, rounding, surcharges, and service terms still apply.
Box strength is a separate question. UPS packaging guidance includes a table that relates package weight and size limits to bursting test and edge crush test values and recommended wall construction. Do not convert an edge crush test result directly into a Mullen result or assume one number replaces the other. Ask the converter and carrier to confirm the box specification for your packed weight and size.
Confirm channel and regulatory scope without guessing
Channel requirements can add labels, barcodes, bagging, or prep steps that are outside the print quote. Amazon FBA prep guidance describes barcode types, label placement rules, and packaging prep for units sent to fulfillment centers. Requirements can change, so confirm the current rules in your own seller agreement or seller account before you approve a packaging specification. Do not ask a printer to interpret the channel rules for you.
Regulated products need a review workflow, not a promise. The CPSC special packaging guide explains that special packaging requirements apply to primary or immediate packaging for certain products and that CPSC does not certify specific packaging. If your product may be in scope, ask a qualified reviewer to determine the requirement, select suitable packaging, and plan any testing. This guide does not decide whether your product needs special packaging.
RFQ checklist before you send
Use this checklist as Teal's editorial planning framework. It is not a substitute for the converter's instructions or your own compliance review.
- Write the product dimensions, packed weight, and distribution channel.
- Name the packaging format, substrate or performance need, print method, and color count.
- State the quantity, minimum order, overrun tolerance, and reorder expectation.
- Attach artwork status, dieline ownership, and the proof type you need.
- Ask for setup, plate, tooling, make-ready, sample, and change-order fees as separate lines.
- Ask for packed dimensions and weight for freight and dimensional weight review.
- List label, barcode, retail prep, or special packaging questions that need a review path.
- Ask what is excluded from the quote and what triggers a requote.
- Record the quote date and the assumptions in one comparison file.
Scope limits
This guide is Teal's editorial planning framework for sourcing and quoting. It is not a dieline, a freight quote, a legal opinion, a compliance determination, or a safety certification. The sources cited support specific principles: CPSC does not certify special packaging and places responsibility on the finished product manufacturer; FedEx explains dimensional weight; UPS relates box strength to weight and size; Amazon describes FBA barcode and prep guidance. They do not cover every product, channel, or jurisdiction.
Confirm current carrier rules, channel requirements, and regulatory obligations in your own agreements and with qualified reviewers. Use the arithmetic examples as checks, not as validation. A sample or proof is not a guarantee of production performance. Ask the converter to confirm structure, material, print, and packing assumptions before you approve an order.
Questions about Packaging RFQ and quote comparison
Can I compare packaging quotes by unit price alone?
No. Unit price can hide setup, plate, tooling, sample, freight, overrun, and change-order costs. Compare total cost at the same quantity, then divide by the quantity to get a per unit figure. Add packed dimensions and weight so freight and dimensional weight are visible. Keep the assumptions beside the number.
Does Teal charge setup, plate, or tooling fees?
Teal does not charge setup, plate, or tooling fees. Standard MOQ is 50, and specialty rigid packaging MOQ is 100 if relevant. Teal's sample kit costs $50, credited to your first order. Product prices are quoted per project. Other suppliers may charge these fees, so ask every supplier to list them separately.
How do I handle child-resistant or channel-specific packaging in an RFQ?
Describe the product, the intended use, and the channel, then ask for a review path rather than a certification promise. CPSC does not approve or certify specific special packaging, and the finished product manufacturer is responsible for selecting suitable packaging and ensuring compliance. For channel rules, confirm current requirements in your own seller agreement or account before approving the specification.
Sources and further reading
- Guide to Special Packaging | CPSC.gov: CPSC does not approve, certify, or endorse specific special packaging, and the finished product manufacturer is responsible for selecting suitable packaging and ensuring compliance.
- General Packaging Guidelines: Dimensional weight is calculated by multiplying length by width by height in inches, dividing by 139 for U.S., Puerto Rico, and international shipments, and comparing with actual weight; chargeable weight is the greater figure.
- Packaging Guidelines: UPS packaging guidance includes a table relating package weight and size limits to bursting test and edge crush test values and recommended wall construction.
- FBA prep, packaging, and labeling: A beginners guide - Sell on Amazon: Amazon FBA prep guidance describes barcode types, label placement rules, and packaging prep for units sent to fulfillment centers.