Direct answer
A packaging machinery RFQ should state the required production result and constraints clearly enough for suppliers to propose and price comparable solutions. Include representative samples, a product-and-pack matrix, measurable performance, site information, responsibilities, documentation and acceptance.
Key takeaways
- Define mandatory, desirable and future requirements.
- Provide enough evidence for a realistic proposal.
- Structure supplier responses for comparison.
- Carry the approved RFQ into the order package.
Set a measurable objective
Separate what the machine must do at acceptance from options that may be added later. Use unique requirement numbers so suppliers can respond without rewriting the document.
- List every product, pack and planned future format
- State sustained output and quality limits
- Identify mandatory standards and documents
- Mark options and phase-two interfaces
Measure the current production condition
Include drawings, photographs, videos, samples, safety data, current production records and a scaled site plan. Identify variation rather than only nominal dimensions.
- Provide minimum, maximum and hardest samples
- Record product temperature and behaviour
- Measure current output, waste and stops
- Survey access, utilities and environment
Plan the work in a controlled sequence
Ask suppliers to complete a compliance matrix, identify exceptions, state assumptions and price options separately. Set a clarification period and control revisions.
- Request process description and rate calculation
- Ask for layout, utilities and interface list
- Require sample-trial and acceptance proposals
- Separate equipment, delivery, installation and support pricing
Hold the improvement after handover
Resolve exceptions and clarifications before order. The final requirement, proposal, drawings, test plan and responsibility matrix should be controlled together.
- Freeze the accepted revision
- Record deviations and agreed alternatives
- Link payment milestones to defined deliverables
- Use change control after order
Comparison table
| Stage | Customer decision | Evidence |
|---|---|---|
| Objective | Define mandatory, desirable and future requirements. | A numerical target and owner |
| Baseline | Provide enough evidence for a realistic proposal. | Representative production records |
| Action | Structure supplier responses for comparison. | A timed plan with responsibilities |
| Control | Carry the approved RFQ into the order package. | Approved standard work and review data |
Free working templates
Download these files and adapt them to the actual machine, product, site and acceptance plan.
Related buyer guides and tools
Relevant machinery and support routes
Use the guide to define the requirement, then compare the specialist routes below against representative product, packaging and output evidence.