1. Identify the exact manufacturing plant
Ask for the legal company name, plant address and product line that will make your order. A group may operate several factories, but certificates, equipment and country of origin can differ by facility. Match every certificate to the issuing body, scope, site address and validity date.
- Legal entity name and registered address
- Manufacturing address for the quoted SKU
- Certificate number, scope, issuer and expiry
- Photos or video showing the relevant converting line
- Export entity and bank beneficiary name
2. Turn the RFQ into a controlled specification
A product name such as “banana carton” or “vented produce bag” is not a specification. State dimensions and how they are measured, material construction, thickness or board grade, tolerances, print artwork, colors, finish, pack-out, pallet pattern and performance tests.
| Product | Minimum RFQ fields | Typical approval evidence |
|---|---|---|
| Corrugated carton | Internal/external dimensions, flute and ply, paper grades, ECT/BCT target, moisture or wet-strength requirement, print, die-cut and pallet pattern. | Dieline, board combination sheet, compression or edge-crush report where specified, color standard and packed sample. |
| Produce bag | Material, width/length/gusset, thickness, net fill, hole pattern, zipper/header/closure, print, food-contact requirement and route temperature. | Dimension/thickness report, artwork approval, seal test and packed-product trial for shelf-life claims. |
| PP corrugated box | Finished dimensions, wall thickness and gsm, flute direction, resin/recycled-content rule, joints, handles, vents, drain holes, print and load case. | Material and dimension report, assembly sample, compression/stacking plan, wash/reuse trial where relevant. |
3. Separate sample types
Ask the supplier to label the sample stage. A digital mock-up approves layout. A hand-cut blank checks dimensions and assembly. A machine sample checks material, print and converting. A packed-product or shipment trial validates performance. Treating these as interchangeable is a common source of disputes.
4. Make MOQ transparent
MOQ may be driven by resin batch, film extrusion, printing cylinder, sheet run, die-cut setup or color change. Ask for both the economic MOQ and the smallest trial quantity, then request a cost breakdown for tooling, plates/cylinders, samples and repeat orders.
5. Define the quality plan before the purchase order
- Incoming-material controls and lot traceability
- Approved sample and artwork revision
- Critical, major and minor defect definitions
- Sampling level or agreed inspection frequency
- Measurement equipment and test methods
- Photo/report release before shipment
- Corrective-action process and claim window
6. Verify origin and trade documents
Country of origin depends on where substantial manufacturing occurs, not the location of a sales office. For multi-country supply, ask which plant will make the product, what origin document will be issued and whether the commercial invoice, packing list, bill of lading and certificate of origin will use consistent names and quantities. Your customs broker should confirm classification and applicable duties before you rely on a landed-cost model.
7. Compare total landed cost
Build a model that includes unit price, tooling amortization, inner packing, inland freight, port charges, ocean freight, insurance, duty, customs fees, inspection, rejected units, storage and working capital. For reusable packaging, add cleaning, return freight, loss rate and realistic trips—not only the theoretical design life.
Supplier qualification scorecard
| Area | Questions | Suggested weight |
|---|---|---|
| Factory and compliance | Entity, plant, certificates, food-contact documentation, traceability | 20% |
| Technical fit | Equipment, materials, design support, test capability | 20% |
| Quality system | Approved sample, tolerances, inspection records, corrective action | 20% |
| Commercial fit | MOQ, tooling, repeat pricing, payment terms, quote clarity | 15% |
| Delivery resilience | Capacity, lead time, alternate plant, raw-material planning | 15% |
| Communication | Response speed, engineering clarity, document accuracy | 10% |
Red flags
- A certificate is supplied without a matching site address or scope.
- The quotation omits material grade, tolerance, tooling or incoterm.
- Performance claims are made without a test method or use conditions.
- The sample cannot be traced to the quoted material and process.
- Origin is described only as “shipped from” a country.
- The supplier resists putting the final specification into the purchase order.
Frequently asked questions
How many suppliers should be sampled?
For a new strategic SKU, two or three technically qualified suppliers usually provide enough comparison. Eliminate non-compliant quotes before requesting multiple costly production samples.
Should a buyer request a factory audit?
Use risk-based due diligence. A desktop review may be enough for a low-value standard item. A high-volume food-contact or performance-critical program may justify a remote or onsite audit and third-party pre-shipment inspection.
What makes quotations comparable?
The same specification, quantity, pack-out, incoterm, destination, tooling treatment, inspection scope and validity period. If those differ, normalize them before comparing unit prices.
Send one RFQ for boxes and bags
Fuxing Group operates packaging production in China, Vietnam and the Philippines. Send your specification, annual volume and destination for a plant-specific quotation and sample plan.
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