Two quotes for “kraft bags with handles, 30,000 pieces” can differ in price for good reasons, or because they describe two different products. The only way to know is to read the quote and specification line by line. A clear quote and specification protect both sides: the buyer knows exactly what will arrive, and the manufacturer knows exactly what to produce. This checklist covers the points procurement and brand managers should confirm before signing and paying.
Why the specification matters more than the price
A low price attached to a vague description is not a saving. If the paper, the construction or the print is not written down, it can be interpreted in more than one way, and disputes start when the bags are already in your warehouse. Treat the specification as the real subject of the deal and the price as a consequence of it. When you compare offers, compare them line by line, not total against total.
It also helps to make the specification part of the paperwork, not just an attachment to an email. When the agreed details are referenced in the order or contract, every later conversation, from proof approval to delivery acceptance, has one document to refer to.
Dimensions: width × depth × height
Bag sizes are written as three figures in millimetres, usually in the order width × depth × height:
- Width is the front panel, from side to side.
- Depth is the gusset, the side panel that forms the base.
- Height is from the bottom to the top edge, without handles.
Check that the order of the figures is stated, because 320×150×350 and 350×150×320 are different bags. If you are unsure which size fits your products, ask for free unprinted samples of the construction from stock and test them with real goods before you approve.
Paper, construction and handles
Paper
The specification should name the paper type, such as natural brown kraft or bleached kraft, and its density. Do not accept “kraft paper” on its own. The paper affects strength, the look of the bag and how your colours print. Our article on choosing paper for branded bags explains the differences.
Construction
Check that the construction is named precisely: block (rectangular) bottom, V-bottom, V-bottom with window, folded top. Each one behaves differently in use. Our guide to bag constructions covers the main types.
Handles
Twisted paper handles or flat paper handles, and their colour. Natural handles are standard; handles dyed in a brand colour are possible from 10,000 pieces, so if you want them, make sure they appear in the quote.
Print: colours, sides and inside
This section of the specification causes the most misunderstandings. Check that it states:
- Number of colours, with a Pantone reference for each.
- Print sides: front only, front and back, gussets.
- Printing inside the bag, if you want it.
- Print method: at Vita Group this is flexography, up to eight colours.
Be cautious with any quote that promises smooth gradients or photographic images on kraft paper. Flexographic printing on bag paper reproduces solid colours, logos and patterns well, but not smooth transitions. A promise that cannot be kept on the press is a warning sign, not an advantage.
Quantity, tolerance and packing
Quantity and tolerance
In printing and converting, the delivered quantity can differ slightly from the ordered one, because some material is used to set up the press and some bags are removed during quality control. Check whether the quote states an allowed deviation and how it affects the invoice. If you need an exact minimum number for a launch, say so in advance.
Packing
Ask how many bags go into one box and how boxes are placed on pallets. This tells you how much storage you need and how easy it is to distribute bags to several locations.
Lead time and delivery terms
The most important question about lead time is: counted from when? A reliable quote counts from artwork approval, not from the first enquiry or from payment of an unconfirmed order. For a new order at Vita Group, it is about three to four weeks from artwork approval: plates 3–5 days, printing and assembly 10–14 days.
The time before approval depends largely on you. Print-ready vector files (AI, EPS or PDF) with Pantone references and text in outlines pass the technical check quickly; files that need corrections add days before the production clock starts. Note that we do not design artwork, so the files should come from your own designer or agency.
Delivery terms should state where the bags go, who pays for transport and who unloads. We deliver in Moscow and send orders to other regions of Russia by carriers; the terms are agreed with your manager before payment.
Documents to ask for
A professional manufacturer can show its quality and conformity documents. For paper bags in Russia, the relevant ones are:
- ISO 9001 certificate for the quality management system.
- EAEU Declaration of Conformity under TR CU 005/2011 on the safety of packaging.
Our documents are published on the certificates page. Also check that the invoice and the closing documents match the specification: same sizes, same quantities, same product names.
A one-page quote and specification checklist
| Item | What a clear quote states |
|---|---|
| Dimensions | W × D × H in millimetres, order of figures named |
| Paper | Type (natural or bleached kraft) and density |
| Construction | Bottom type, window if any, folded top if any |
| Handles | Twisted or flat paper; natural or dyed colour |
| Number of colours, Pantone references, sides, inside | |
| Quantity | Ordered number and allowed deviation |
| Packing | Bags per box, boxes per pallet |
| Lead time | Counted from artwork approval |
| Delivery | Address, transport, unloading |
| Documents | Quality and conformity documents, matching invoice |
The bottom line
A good quote and specification leave nothing to interpretation: exact dimensions in a stated order, named paper and construction, handle type and colour, colours as Pantone references, print sides, quantity tolerance, packing, a lead time counted from artwork approval, clear delivery terms and the right documents. Compare offers line by line, and question any promise the print method cannot deliver.
Want a quote you can check against this list? Send us your requirements, and we will prepare a detailed specification with price and lead time.