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Packaging Quotation PDF: Box Sizes, Print Setup and Order Quantities

September 30, 2026

A packaging quotation PDF should make it possible to compare like-for-like orders. Box dimensions, material, printing and quantity can all change the price, so a bare “cost per box” gives the buyer an incomplete picture.

Use the quote PDF generator to organise the agreed specification and proposed charges.

Define the packaging specification

Include supplier and customer details, quote number, issue date and validity date. Describe the packaging type, material and dimensions with units. Say whether dimensions are internal or external and label their order rather than relying on three unexplained figures.

Reference the artwork version and selected printing or finishing specification. State whether the order includes a proof or sample and what requires customer approval before production begins.

Keep setup separate from repeat units

A one-time setup charge and a per-unit production charge have different effects on order cost. Listing them separately helps the customer understand why a smaller batch can have a higher effective cost per item.

Do not assume setup is free on a reorder. State whether existing tooling or artwork can be reused and which conditions would trigger a new setup charge.

Worked quotation example

These illustrative USD figures exclude tax.

ItemCalculationAmount (USD)
Printed boxes to approved specification500 × 0.80400
Print setup for artwork PK-07Fixed fee90
DeliveryAgreed destination35
Total before tax525

The total is USD 525. Dividing that total by 500 gives an effective delivered cost of USD 1.05 per box before tax. This is different from the production rate of USD 0.80; label each figure accurately if showing both.

Explain quantity and dispatch assumptions

State the quantity being quoted, any minimum order and the arrangement for quantity variation if one has been agreed. Do not insert an unapproved tolerance into the final bill. Clarify whether delivery is one shipment and whether special packing is included.

Show alternative order quantities as separate options rather than adding them together. A buyer choosing 500 boxes should not see a total that also includes the 1,000-box alternative.

Move the accepted order into an invoice

Use the invoice PDF generator at the agreed billing point. Match the selected quantity, approved changes and actual charging basis to the accepted order.

Frequently asked questions

Should a sample charge be included?

Include it when selected and chargeable. State separately if it will be credited against a later order.

Can the quote contain two artwork versions?

Yes, but identify quantities and setup charges for each version so the total remains checkable.

Prepare a packaging quote PDF with one clear selected specification and total.

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