Getting a competitive, accurate quote for custom flexible packaging in South Africa requires more than just a phone call. Suppliers who receive incomplete briefs are forced to make assumptions — and those assumptions may not align with your actual requirements. This guide explains exactly what information to provide and how to compare quotes on an equal basis.
Why incomplete briefs lead to inaccurate quotes
Flexible packaging is engineered to specification. The price of a stand-up pouch or a barrier film roll is determined by dozens of variables — dimensions, film structure, number of layers, print colours, seal configuration, closure type, run length, and more. When any of these variables are left unspecified, a supplier either declines to quote or makes an assumption.
The problem with assumptions is that different suppliers make different ones. When you compare quotes from three suppliers who each assumed a different film thickness or a different print colour count, you're not comparing apples to apples — you're comparing imaginary products that may bear little resemblance to what you actually need.
A complete brief eliminates this problem and typically results in faster, more accurate quotes.
The complete flexible packaging brief — what to include
1. Product information
- Product name and type — what goes inside the packaging?
- Weight or volume — grams, litres or both
- Product characteristics — liquid, powder, solid? Oily? Abrasive? Hazardous?
- Key sensitivities — oxygen-sensitive? Moisture-sensitive? Light-sensitive?
- Required shelf life — how many months from production to best-before?
- Storage conditions — ambient? Chilled? Frozen?
2. Packaging format and dimensions
- Format — stand-up pouch, pillow bag, thermoforming, liner bag, roll-form film?
- Dimensions — width × height (and gusset depth if applicable) in millimetres
- Tolerances — acceptable variation on dimensions
- Fill method — how will the packaging be filled? Auger filler, liquid filler, volumetric? What is the fill opening size?
3. Film specification
- Existing spec (if applicable) — if you're already using a specific film, provide the structure (e.g., PET12/PE80) or your current supplier's product code
- Barrier requirements — target OTR and/or WVTR if known
- Film thickness — micron specification if known; otherwise the supplier can advise
- Printability — does the film need to be corona treated for print?
4. Print and finishing
- Print colours — how many colours? Include white if you're printing on clear film
- Print method — flexographic or gravure? (Or leave this to the supplier's recommendation)
- Artwork status — do you have print-ready artwork? What format?
- Finishes — matte, gloss, spot UV?
- Special features — zipper? Spout? Tear notch? Hang hole?
5. Volume and delivery
- Annual volume — units or kilograms per year
- Initial order quantity — for a new product, what is your first run quantity?
- Delivery location — where should the packaging be delivered?
- Required lead time — when do you need the first delivery?
- Ongoing order frequency — monthly? Quarterly?
6. Compliance requirements
- Food contact — is the packaging food-contact?
- Certifications required — BRC, HACCP, ISO, food-grade?
- B-BBEE requirements — do you need a B-BBEE compliant supplier?
Tip: If you're replacing an existing packaging format, the single most useful thing you can provide is a physical sample of your current packaging. It tells your new supplier more than any written brief about dimensions, film feel, seal quality and finish.
How to compare quotes from multiple suppliers
Once you receive quotes from multiple suppliers, compare them on a consistent basis:
Check what's included:
- Is the quote per 1,000 units or per kilogram?
- Does it include print plates (one-off cost) or assume plates are already made?
- What is the quoted lead time and does it include delivery to your facility?
- What payment terms are quoted?
Check what's not included:
- Are there setup or tooling costs in addition to the unit price?
- What is the minimum order quantity and what happens if you order below it?
- Are samples available and at what cost?
Ask for samples before committing: Reputable suppliers will provide production samples or samples from equivalent previous production. For new packaging specifications, never commit to a full production run without evaluating samples on your filling equipment.
Evaluate total value, not just price: The cheapest quote that comes with a 12-week lead time may cost more in inventory carrying costs than a slightly higher-priced quote with a 4-week lead time. Factor in:
- Inventory holding cost (working capital)
- Minimum order quantity vs. your actual consumption rate
- Supplier's quality track record and certification status
- Responsiveness and technical support quality
Requesting a quote from Flexweb
Our contact form includes a product interest field — select the relevant product category and describe your requirements in the message field using the framework above. The more detail you provide, the faster and more accurate our response will be.
Alternatively, call our team on 010 825 5835 to discuss your requirements — our sales team is technically trained and can help translate your product requirements into the right packaging specification.
We respond to all quote requests within 1 business day.