How to save time when requesting a quotation from a plastic bag manufacturer

In the B2B procurement industry, especially in the plastic packaging sector, effective communication with the manufacturer is essential for securing a successful deal. However, in reality, many importers or trading companies still do not know how to send a complete and accurate Request for Quotation (RFQ). This often leads to a prolonged process filled with back-and-forth questions from the factory.

Learning how to prepare a proper RFQ helps save valuable communication time and results in quicker and more accurate quotes from manufacturers. This article will walk you through how to do just that, especially when working with factories in Vietnam like VNK’s Plastic Bag Manufacturer. 

What is a Request for Quotation (RFQ), really?

Experienced suppliers know what an RFQ is but not all RFQs are created equal. Beyond requesting prices, an RFQ sets the tone for how clearly the buyer understands their needs and how seriously they approach the deal.

For suppliers, a well-structured RFQ is a green light because it shows product clarity, purchase intent, and how ready the buyer is to move. For buyers, it’s more than just asking for a number it’s a chance to spark real engagement. If the RFQ misses key details, it weakens the conversation before it starts.

A supplier’s quote doesn’t just give you a price, it reflects how they perceive your company and your order potential for long-term partnership. From the way you present your RFQ, suppliers are already evaluating: Is this buyer serious? Is the volume worth prioritizing? Is this a one-time deal or a long-term opportunity?. That’s why your RFQ isn’t just a document, it’s a signal. One that can affect pricing, lead times, and even your chances of future collabora.

That’s why it’s critical to get your RFQ right. A sloppy or vague request won’t just lead to delays — it can cost you good suppliers. This article walks you through how to structure your RFQ properly, fill in essential details, and build a quoting logic that makes sense — for both sides.

Request for Quotation is a formal request asking a supplier to provide pricing

What is include in a Request for Quotation?

Here’s a detailed checklist to prepare:

• Product type: e.g., T-shirt bag, zipper bag, courier bag, drawstring bag, etc.
• Material: HDPE, LDPE, PP, recycled, biodegradable, etc.
• Size & thickness: Clearly state in cm, mm, or microns.
• Printing requirements: Number of colors, single or double-sided, include cover ink if necessary.
• Quantity: Total order quantity or target MOQ, in either pieces or kilograms.
• Packaging style: Roll-packed, loose, block-headed, inner bagged, etc.
• Outer packaging: Specify if outer bags or protective covers are required.
• Pieces per carton: Total number of bags per carton.
• Shipping terms & location: e.g., FOB, EXW…
• Delivery timeline: Specify if there is a required delivery deadline.
• Reference documents: Product photos, artwork files, or previous packaging samples
• Others: Your order history from last year or forecast for the upcoming year

When you provide all of this information, factories can quote accurately and respond faster, helping you take control of your supply chain.

Contact VNK’s NOW to request a quote or leave a message via WhatsApp: +84 913586589

Read more detail about our products for REQUEST A QUOTATION HERE.

How is a well-written RFQ saves your time?

In international trade, time determines how fast you can close a deal and manage inventory cycles. A structured RFQ from the start helps:

• The factory clearly understand your product needs without needing clarification
• Avoid miscommunication that could result in incorrect production or late delivery
• Reduce response time, especially when dealing across time zones (e.g., between the EU/US and Vietnam)
• Enhance your company’s professional image in the eyes of the manufacturer

For example, if you send a complete RFQ for a PP plastic bag with all the required specifications, the manufacturer can immediately forward the request to the pricing team and return a quote within 24 hours, without needing to ask additional questions or wait for time-zone-aligned responses.

Sending a complete RFQ for a plastic bag with all the required specifications will help the factory clearly understand your product needs

Common mistakes when requesting a factory quote

Because buyers may not fully understand what technical details factories need, many RFQs are missing, miswritten, or confusing. Even experienced businesses make these common mistakes. Avoiding them will help you receive faster and more accurate quotes:

• Missing bag thickness: Many buyers focus on dimensions or visuals but forget thickness—a critical element to determine cost and feasibility. Without this, factories cannot proceed with production.
• Unclear measurements or units: For example, stating “thickness 0.5” without specifying mm or micron
• No sample image provided: Language and terminology can vary across industries and regions. Relying only on text descriptions can confuse the factory—especially for custom products. For example, “mailer bag” in one region may mean “permanent seal bag” elsewhere; “T-shirt bag” might be called “vest carrier bag” in different markets.
• Missing target quantity: This complicates pricing estimates and might require a re-quote if updated later
• No packaging specs included: This leads to miscalculations in auxiliary costs like cartons or polybag sets

Avoiding these mistakes helps streamline communication, strengthen long-term factory relationships, and optimize time and clarity on both sides.

Understanding and implementing a proper RFQ process not only saves time but also cuts costs, minimizes mistakes, and elevates professionalism throughout your purchasing workflow.

If you’re importing plastic bags from Vietnam or searching for a reliable OEM manufacturer, VNK’s is always ready to support you from RFQ preparation to pricing feedback and product consulting.

Don’t let an incomplete RFQ delay your entire supply chain. Be professional right from the first step. Contact us now!