The Importance of a Controlled RFQ
In custom packaging procurement, quotations for apparently identical items often differ significantly. These discrepancies usually arise because suppliers make different assumptions about the component’s use, quality standards, or included accessories [1]. To avoid this, buyers must issue a controlled Request for Quotation (RFQ) that establishes a uniform baseline for all bidders.
A well-structured RFQ ensures that the first quotation exposes necessary decisions rather than hiding assumptions, allowing the procurement team to compare “apples to apples” when evaluating pricing and lead times [1].
Defining the Application Statement
A photograph and a quantity are insufficient for an accurate quote. To ensure the packaging performs as intended, the RFQ should begin with a comprehensive application statement. This describes the package as it will be used in the real world [1].
Key elements of an application statement include:
- Product Details: What exactly is being packed?
- Compatibility: Which container does the component fit into?
- Process: How is the package filled and shipped?
- End-User Experience: How does the final customer interact with and use the packaging?
It is critical to distinguish between essential requirements (non-negotiable specifications) and preferences. By doing so, suppliers can propose useful alternatives that may lower costs or improve performance without silently altering the required specifications [1].
Detailed Specifications by Component Type
Different packaging components require specific technical data to prevent errors in quoting. General descriptions often lead to incorrect SKU selection or functional failure.
Pumps and Closures
For dispensing solutions, the RFQ should specify:
- The bottle finish and internal dimensions.
- The intended dose per actuation.
- Formula information for compatibility review.
- Dip tube requirements and locking arrangements.
- The specific actuator style [1].
Stoppers and Lids
For stoppers, provide the internal bottle finish and representative bottles. For tinplate lids, specify the jar finish, the proposed liner or compound, the filling process, and the required decoration [1].
Technical Documentation
Always provide named drawings and specific revision numbers. Attachments provided without a revision date or number can lead to avoidable disagreements during the production phase [1].
The RFQ Checklist: What to Request
To maintain consistency, every supplier should answer the same checklist. Any field left unanswered should be treated as an open issue rather than an assumed approval [1].
| Field | What to Provide to Supplier | What to Request Back |
|---|---|---|
| Component Identity | Drawings, references, revisions, and critical dimensions | Proposed SKU and stated deviations |
| Application | Product, bottle, process, and destination market | Compatibility review inputs and limitations |
| Performance | Required functions and proposed checks | Sample plan and acceptance proposal |
| Appearance | Color, finish, artwork, and approved references | Decoration scope and proof process |
| Supply | Order quantity, forecasts, and packing needs | MOQ, lead time, carton details, and delivery basis |
| Documentation | SKU-specific evidence needed for the market | Available documents and gaps |
Making Commercial Assumptions Visible
A low quotation is often a sign of less work being performed. To avoid hidden costs, require suppliers to provide a clear list of inclusions and exclusions [1].
Hidden Component Costs
For complex assemblies like pumps, verify if the quoted price includes:
- The actuator and collar.
- Dip tube cutting and clips.
- Metal shells or decorative overlays shown in reference images [1].
One-Time vs. Recurring Costs
Distinguish between tooling or setup charges and the recurring unit price. This is particularly important for printed lids or custom molds. Additionally, ask whether the following are included in the unit price or billed separately:
- Sample preparation.
- Specialized packing requirements.
- Inspection and quality documentation [1].
FAQ
Why do I receive different prices for the same packaging specifications?
Price differences usually occur because suppliers make different assumptions about the application, performance checks, or included accessories. A controlled RFQ with a strict checklist eliminates these assumptions.
What is an application statement in a packaging RFQ?
An application statement describes how the packaging will be used, including what is being packed, the filling process, how it is shipped, and how the end customer uses it.