A clear packaging inquiry helps a supplier recommend the right structure and prepare an accurate quotation. A message that only says “I need 5,000 custom boxes” leaves important questions unanswered and usually creates several rounds of follow-up.
You do not need a finished technical drawing before contacting a packaging factory. You do need to explain the product, size, quantity, artwork and how the box will be used. This checklist shows what to prepare.
1. Describe the product inside
Start with the product name, weight, shape and whether it is fragile, oily, moist, chilled or warm when packed. Mention whether the packaging touches the product directly. A bakery box, cosmetics carton and shipping gift box need different materials and structures even when their external sizes are similar.
2. Provide product and box dimensions
State measurements in a consistent order, such as length × width × height, and identify whether they are product dimensions, internal box dimensions or external box dimensions. Internal dimensions are usually the most useful starting point.
- Measure the widest and tallest point of the product.
- Include trays, handles, decoration and protective wrapping.
- Allow clearance for insertion and removal.
- For cakes, include the cake board diameter and decoration height.
If you are unsure, send photos with a ruler and a physical sample when possible.
3. Explain the use and delivery route
Tell the supplier whether the box is for retail display, takeaway, local delivery, refrigerated storage, ecommerce shipping or export. Mention expected stacking and how long the product stays inside. These details affect board grade, locks, inserts, ventilation and moisture protection.
4. Share the required quantity
Provide the expected quantity per design and size, not only the annual total. Printing and tooling costs are spread across the production quantity, so 1,000 boxes in five designs are not priced like 5,000 identical boxes.
If demand is uncertain, ask for price breaks at realistic quantities. This helps you compare the effect of volume without requesting an impractical quotation.
5. Identify the preferred material—or the performance needed
If you know the material, provide the grade or a reference sample. If not, describe the required performance: premium print, grease resistance, moisture protection, shipping strength, recycled appearance or compact flat storage.
A good supplier can recommend paperboard, kraft board or corrugated construction from the performance brief. Our paperboard vs corrugated guide can help you compare the main options.
6. Send artwork in a usable format
Vector artwork such as AI, EPS or print-ready PDF is normally best for logos and line graphics. Include linked fonts or convert text to outlines. Provide Pantone references when exact spot colors matter and clearly identify special finishes.
- Logo and brand files
- Required text, barcode and legal marks
- Color references
- Preferred print coverage
- Foil, embossing, varnish or lamination requirements
Do not place final artwork on a guessed dieline. Ask the supplier for the approved structural dieline after size and construction are confirmed.
7. Describe windows, inserts and closures
State whether the pack needs a clear window, handle, insert, divider, ribbon, magnetic closure or tamper feature. Explain what each feature must do. An insert may need to stop movement, display the product at an angle or protect a fragile surface.
8. State food-contact and compliance needs
For food packaging, identify the product type, direct-contact areas, temperature and destination market. Ask what declarations or test documentation are available for the finished specification. “Food grade” should not be the only detail in the quotation.
9. Provide delivery information
Send the destination country, city or postal code and preferred trade terms if known. Freight can change the best packing method and total landed cost. Also state the required delivery date and whether it is a fixed launch deadline.
10. Attach useful references
Photos, competitor packs and hand sketches help explain the desired opening experience or visual direction. Mark what you like about each reference—structure, color, window or finish—so the supplier does not assume every detail must be copied.
Copy-and-send inquiry template
Product:
Product dimensions and weight:
Required internal box size:
Use and delivery method:
Material or performance requirement:
Quantity per size/design:
Printing colors and finishes:
Window, insert or closure:
Food-contact/compliance needs:
Delivery destination and deadline:
Artwork/reference files attached:
Questions to ask before approving the quote
- Are tooling, printing plates and sampling included?
- Is the quoted size internal or external?
- What material and thickness are specified?
- How are boxes packed for delivery?
- What are the production and shipping lead times?
- Which documents and tolerances apply?
Final takeaway
The fastest route to an accurate custom packaging quote is a complete, practical brief. Focus on the product, real use, dimensions, quantity, artwork and delivery conditions. The supplier can then recommend a structure instead of guessing.
When your checklist is ready, send it to the LBY Packaging team. You can also browse our product gallery for useful structural references.