®Product & use
Describe what it is and where or how it is used.
Print Intelligence
Print Procurement Requirement Checklist
A better print RFQ or procurement brief compares like with like. Product, quantity, artwork, material, finishing, packing, allocation and delivery should be clear before price comparison.
Why this matters
Use the guide to make a better brief.
Quotes are difficult to compare when vendors interpret the same requirement differently. A structured brief reduces hidden assumptions and makes commercial decisions more meaningful.
Decision principle
Start with the actual product, user and environment. Final technical specifications should be confirmed for the exact production method rather than copied from a generic internet rule.
Decision framework
What to evaluate before production.
These factors turn a vague request into a specification that can be quoted, approved and repeated more reliably.
Quantity & split
State total quantity plus location, SKU or version breakdown.
Dimensions & specification
Provide confirmed size, material or reference and finishes where already approved.
Artwork status
Clarify final artwork, adaptation, variable data or design support needs.
Approval route
Define whether digital proof, physical sample or first-off approval is required.
Packing & delivery
State unit packing, kit allocation, delivery locations and target date.
Do
Practices that improve the result.
Share a reference sample when matching an existing item
Use the same requirement sheet for all vendors being compared
Separate optional features from mandatory specification
Clarify taxes, logistics, sample charges and payment terms in the commercial scope
Avoid
Common mistakes.
Comparing only a unit rate when specifications differ
Leaving delivery or packing out of the brief
Using “same as last time” with no approved reference
Approving substitutes without checking brand or functional impact
Ask first
Questions that improve the brief.
What is mandatory vs optional?
Is the requirement one-time or repeatable?
What needs physical approval?
How should quantities be split and delivered?
Apply it
A simple decision path.
1
Create the requirement sheet
Product, use, quantity and locations.
2
Attach references
Artwork, brand guideline, previous sample or photos.
3
Define approvals & delivery
Proof or sample expectations, packing and destination.
4
Compare on the same basis
Commercial comparison only after scope is aligned.
Product-specific requirements matter. This guide explains decision logic, not one universal production specification. Confirm final dimensions, bleed, resolution, colour workflow, material, finish and approval method against the exact job.
From guide to execution
Apply the procurement checklist to a live requirement.
Use the enterprise pages when you need repeat specifications, vendor coordination or a broader print-management model.
Use guidance on a real job
Have a requirement you want reviewed?
Share the product, intended use, approximate quantity and current artwork. We’ll help identify what needs to be decided before production.