Prepare artwork and labelling requirements for a quote

Artwork changes a product's appearance, packing workflow and sometimes production method. A supplier cannot price it accurately from a verbal “add our logo” request. Identify the artwork files, placement and approval process before asking for a final unit price.

Define the requirement

Provide the current file format and revision, the intended print area, colours, position and any packaging or product labels. Distinguish copy that is approved from draft wording. If regulatory wording is involved, have the applicable requirements checked by the responsible market specialist before sign-off.

Questions to send with the RFQ

Ask for an artwork proof showing dimensions and placement, plus any setup charge and minimum print run. Request a process for revising text or graphics after proof approval. If the supplier proposes a different print method, ask how it affects colour and durability.

Review the answer

Check that the proof corresponds to the quoted item and latest files. A low product price with omitted print setup or packaging artwork is not a like-for-like offer. Keep proof approval separate from commercial acceptance; both need a clear record.

An example to adapt

For a hypothetical promotional notebook, a cover logo, printed sleeve and shipping carton label are three different jobs. List each artwork placement and ask for one proof set so a supplier does not price only the visible cover.

Decision before sending

The buyer should maintain a single final artwork source and a written approval trail. When multiple teams comment on different proofs, the supplier can receive conflicting instructions. Assign one approval owner and specify what that owner is approving: wording, colour, position or all three. If a label contains product claims or market-specific text, route that text to the relevant reviewer before proof sign-off. A production-ready file is not necessarily a legally reviewed file.

Source context

GS1's barcode guide addresses symbol size, colour contrast and quiet zones. When a label needs a barcode, provide the approved data and artwork revision and ask for a print proof that preserves the required scanning space.