Ask three label printers to quote "5,000 product labels" and you will get three prices that cannot be compared. One assumed paper, one assumed film, one assumed lamination. One quoted rolls on a 76 mm core, another quoted sheets. The cheapest quote often turns out to be the one that left something out.
A clear request for quotation fixes this. This checklist lists everything a label printer needs to give you an accurate, comparable price the first time. It works for a single product launch or a tender covering hundreds of SKUs.
Short answer: a complete label RFQ includes the label size and shape, the container and surface, the facestock and adhesive, the number of colours and any Pantone references, finishes, quantities per SKU, roll or sheet format with core size, roll diameter and wind direction, application method, storage and use conditions, compliance needs, artwork status and the delivery location, terms and timeline.
Key takeaways
- Most quoting delays come from missing roll and application details, not missing artwork.
- Describe how the label will be used, not just what it looks like. The printer can then recommend the right build.
- Ask for prices at several quantities to see where the price breaks are.
- Send the same RFQ to every supplier so quotes are truly comparable.
The complete label RFQ checklist
Copy this table into your RFQ email or spreadsheet and fill in what you know. Leave "not sure" where you need advice. A good printer will help you complete it.
| Field | What to specify | Example |
|---|---|---|
| Product and use | What the product is and where it is sold | Cold-pressed coconut oil, retail in India and UAE |
| Container | Material, shape and size of the surface | 500 ml PET bottle, round, 70 mm diameter |
| Label size and shape | Width x height, corner radius or custom dieline | 90 x 60 mm, 3 mm corner radius |
| Facestock | Paper, BOPP, PET, PE or "please advise" | White BOPP |
| Adhesive | Permanent, removable, freezer or high-tack | Permanent acrylic |
| Colours | CMYK, number of spot colours, Pantone references | CMYK plus Pantone 7621 C |
| Finishes | Varnish, lamination, foil, embossing, raised UV | Matt lamination, gold hot foil on logo |
| Quantity per SKU | Per design, with the number of designs | 4 SKUs x 10,000 labels |
| Price breaks | Quantities you want priced | 10,000, 25,000 and 50,000 per SKU |
| Format | Rolls or sheets | Rolls |
| Core size | Inner diameter of the roll | 76 mm (3 inch) |
| Maximum roll diameter | Outer diameter your machine accepts | 300 mm |
| Labels per roll | Or leave to the printer based on diameter | 2,000 |
| Wind direction | Wind position from your applicator manual | Wind position 3, labels outside |
| Application method | Hand, semi-automatic or automatic applicator, with make and model | Automatic wrap-around applicator |
| Conditions | Heat, cold, moisture, oils, chemicals, sunlight | Ambient storage, oily contents |
| Variable data | Barcodes, serial numbers, QR codes, batch codes | Unique QR code per label |
| Compliance | Market rules, certifications, food contact needs | FSSAI and UAE requirements |
| Artwork status | Print-ready, needs adjustment or needs design | Print-ready PDF with dieline |
| Proofing | Digital proof, physical proof or press approval | Physical proof for colour approval |
| Delivery | Address, Incoterms for export, packing needs | CIF Jebel Ali, palletised |
| Timeline | Date you need goods delivered | Delivered by 15 March |
| Annual volume | Expected yearly usage across all SKUs | 500,000 labels per year |
Have your specification ready?
Send us your completed checklist, artwork or even a photo of your current label. We will reply with an accurate quote within 24 hours and suggest ways to lower your cost.
The fields buyers most often miss
Roll specification
Core size, maximum roll diameter and wind direction decide whether the labels will run on your machine. If they are wrong, the labels may be perfect and still unusable. Find them in your applicator or printer manual, or send us the make and model. Our guide to roll labels vs sheet labels explains the basics.
Conditions of use
A label for a dry carton and a label for a chilled, oily bottle can look identical and need completely different materials. Tell the printer where the product is filled, stored, shipped and sold. Our adhesive buying guide shows why this matters.
Annual volume
A one-off order and a recurring monthly order are priced differently. Sharing your annual volume helps the printer offer better pricing, hold stock or propose a contract. See our guide to annual label contracts and blanket orders. If your RFQ covers dozens of designs, our guide to managing labels for multiple SKUs shows how to group them for lower prices.
How to compare the quotes you receive
- Same specification: check every quote states the facestock, adhesive, finish and roll format you asked for.
- One-time costs: check whether dies, plates and set-up are included or charged separately.
- Proofing: check whether physical proofs are included.
- Lead time: compare dispatch time after artwork approval, not just the order date.
- Delivery terms: compare like for like, for example ex-works vs delivered.
- Quality checks: ask how colour and barcodes are checked before dispatch.
For context on pricing, read our guides to label printing cost in India, custom label minimum order quantities and label printing lead times.
What to attach to your RFQ
- Artwork as a PDF, or the closest you have, even a photo of the current label.
- A dieline or drawing with dimensions, if the shape is custom.
- A photo of the container and, ideally, a physical sample.
- Your applicator or printer make and model.
- Any buyer or regulatory specifications the label must meet.
If your artwork is not ready, our guide to print-ready label artwork explains what designers need to supply.
How Sai Impression handles RFQs
Sai Impression has printed labels in Chennai since 2010 for more than 1000 brands and ships to over 25 countries. We run flexo, flatbed and digital processes, so we can quote the most economical method for each SKU. Send us your checklist, and our team will reply with a quote within 24 hours, highlight anything missing and suggest alternatives where they would save money. Learn more about our printing process.
Frequently asked questions
What if I do not know the material or adhesive?
Describe the container, contents and conditions instead. A good printer will recommend the facestock and adhesive based on how the label will be used.
How many quantity breaks should I ask for?
Three is usually enough, for example your trial quantity, your expected order and your annual volume. This shows where the unit price drops.
What is wind direction?
Wind direction describes how labels sit on the roll and which edge comes off first. Applicators need a specific wind position, usually shown in the machine manual as a numbered diagram.
Do I need final artwork to get a quote?
No. Size, material, colours, finishes and quantities are enough for an accurate quote. Final artwork is needed before proofing and production.
How quickly will I receive a quote?
Sai Impression replies to complete RFQs within 24 hours. Complex programmes with many SKUs may need a short call to confirm details.
Get an accurate quote, first time
Send us your specification today and get a clear, comparable quote within 24 hours.
