📌 Key Takeaways
Vague RFQs produce incomparable quotes because suppliers interpret ambiguous specs differently, pad margins for uncertainty, or skip responding altogether.
- Eight Fields Control Comparability: Material specs, tolerances, test methods, dimensions, volume, packing, Incoterms® 2020 baseline, and acceptance criteria force suppliers to quote identical scope.
- Tolerances Prevent Receiving Disputes: Stating targets as ranges (e.g., 80 g/m² ± 2%) with named test methods (ISO 536, ISO 2758) eliminates “it passed our test” arguments.
- Named Place Changes Delivered Cost: Specifying Incoterms® 2020 with exact port or city (not just “FOB”) clarifies where risk transfers and makes freight responsibilities comparable.
- Ambiguity Costs Money: Suppliers protect themselves from scope uncertainty by adding risk margins or declining to quote; precision reduces both.
Specification clarity beats negotiation leverage for converters with limited buying power.
Procurement managers and operations leaders sourcing kraft paper internationally will gain a copy-paste RFQ structure that eliminates quote chaos, preparing them for the detailed eight-section framework that follows.
When supplier quotes arrive with inconsistent delivery terms and test methods, bid comparison becomes impossible. This is rarely a supplier failure; it is an RFQ input failure. None of the numbers are truly comparable.
That situation is usually not a supplier problem. It’s an RFQ input problem.
An RFQ functions like a test setup. If the inputs are inconsistent—scope, methods, delivery baseline—the outputs will be inconsistent too. A perfect RFQ isn’t longer; it’s clearer. It reduces scope gaps for suppliers and makes bid comparison easier for buyers.
This framework prioritizes technical interoperability over legal boilerplate, ensuring your specifications translate directly to mill-floor capabilities.
The 10-Minute Prep Checklist (Before Writing the RFQ)
Internal alignment is the prerequisite for bid comparability. Use these ten minutes to eliminate the technical ambiguities that trigger ‘risk-margin’ pricing from suppliers.
- Confirm the end-use and the single most important failure mode to avoid (runnability, rejects, wet cargo, disputes).
- Identify the paper grade family being requested and the critical properties to control.
- Establish tolerances for critical properties (e.g., ±5% or absolute min/max ranges).
- Decide which test method family will be accepted (ISO or TAPPI) to avoid measurement disputes.
- Gather converting constraints: reel width (mm), core diameter (mm), roll outer diameter (mm).
- State quantity and cadence: tonnes per month or quarter, using placeholders if needed.
- Define packing and moisture protection expectations at the methodology level, route-appropriate.
- Pick an Incoterms baseline using Incoterms® 2020 and a named place (port or city).
- Set the response format and deadline with timezone, and decide on a single quote unit (USD per tonne).
- Prepare a simple acceptance pathway: what will be checked and what happens if it fails.
The 8 Sections of a Perfect RFQ
- Material and end-use
- Technical specification targets, tolerances, and test method family
- Converting dimensions
- Quantity and cadence
- Packing and moisture protection
- Commercial terms (Incoterms® 2020 with named place; USD per tonne)
- QA documents and acceptance
- Response format and deadline
What Each RFQ Section Controls
Understanding why each section matters helps you prioritize the fields most critical to your operation.
| RFQ Section | What It Controls (Why It Matters) |
| Material and end-use | Prevents wrong-grade quoting and wrong performance assumptions |
| Specs, tolerances, methods | Makes bids comparable; reduces “it passed our test” disputes |
| Converting dimensions | Avoids unusable reels and re-winding surprises |
| Quantity and cadence | Aligns capacity, lead times, and price breaks (if any) |
| Packing and moisture | Avoids wet cargo risk margins and damage disputes |
| Commercial terms | Stops Incoterms-driven pricing mismatch; clarifies responsibility split |
| QA documents and acceptance | Aligns what “compliant shipment” means before purchase |
| Response format and deadline | Forces apples-to-apples replies and faster evaluation |
Section 1: Material and End-Use
What to include: End-use, converting process notes, and any “must not fail” outcome.
Stating the end-use reduces wrong assumptions about strength and moisture exposure. Suppliers quote differently for food-contact packaging versus industrial applications.
Copy-paste wording:
End-use: [e.g., paper bags / converting into sacks / other]
Process: [e.g., printing / lamination / high-speed forming]
Critical risk to avoid: [e.g., web breaks, rejects, moisture damage in transit]
Section 2: Technical Targets, Tolerances, and Test Method Family
What to include: Measurable targets, tolerances, and the test method family (ISO or TAPPI).
Which properties matter most depends on end-use and supplier capability. Specifying tolerances—not just targets—prevents ‘meets spec’ disputes at receiving. For detailed guidance on setting method-named tolerances and attaching results at quote time, see our QA acceptance framework. Naming the test method family ensures you’re measuring the same property the same way.
This matters more than most buyers realize. Two mills testing “burst strength” with different methods can report different numbers for identical paper.
For reference, commonly used ISO methods include ISO 536:2019 for grammage determination, ISO 2758:2014 for bursting strength, and ISO 535:2023 for Cobb method water absorptiveness. For a comprehensive guide on which test methods to require in your kraft paper RFQ, including TAPPI equivalents, see our plain-English reference. These are cited to illustrate method naming; the RFQ should specify the accepted method family and require suppliers to state their method.
Copy-paste wording:
Grammage (GSM): [___ g/m² ± ___%] (test method family: ISO/TAPPI)
Bursting strength: [___] (test method family: ISO/TAPPI)
Moisture / conditioning expectation: [state range or conditioning method]
Water absorptiveness (Cobb), if relevant: [___] (test method family: ISO/TAPPI)
Section 3: Converting Dimensions
What to include: Reel width, core diameter, roll outer diameter—typically metric for global interoperability.
Dimensional discrepancies are a primary driver of operational downtime. Even minor variances in core or outer diameter can render a shipment incompatible with high-speed converting lines. Before threading any reel, use the reel & core fit checklist as a machine-readiness preflight. If operating legacy equipment requiring imperial measurements, specify ‘inches’ explicitly to avoid conversion errors. Stating these upfront avoids costly rework or returns.
Copy-paste wording:
Reel width: [___ mm]
Core diameter: [___ mm]
Roll outer diameter: [___ mm]
Winding/labeling notes (only essentials): [___]
Section 4: Quantity and Cadence
What to include: Tonnes per month or quarter; placeholders allowed. Lead time and MOQ are supplier- and grade-dependent.
Suppliers plan production and logistics around volume commitments. Clarity here affects pricing and slot availability.
Copy-paste wording:
Estimated volume: [___ tonnes/month] (or [___ tonnes/quarter])
Trial order size (if applicable): [___ tonnes]
Target start date: [___]
Section 5: Packing and Moisture Protection
What to include: Route-appropriate expectations (liners, desiccants, wrap), kept at the methodology level.
Paper is hygroscopic. Inadequate packing leads to container rain damage, edge waving, and rejected shipments. Setting expectations upfront makes suppliers accountable. Moisture ambiguity drives “risk margin” behavior in quotes.
Copy-paste wording:
Packing expectation: [e.g., moisture barrier wrap + pallet protection]
Moisture protection intent: “Packaging must be suitable for the shipment route and minimize moisture exposure risk.”
Evidence requested: [photos/spec of packing approach]
For comprehensive guidance on preventing moisture damage in paper shipments, including route-matched protection levels and desiccant calculations, see our container rain prevention framework.
Section 6: Commercial Terms (Incoterms Baseline)
What to include: Incoterms® 2020 and a named port or city baseline, with USD placeholders and USD per tonne as comparison unit.
Stating “Incoterms 2020” explicitly—not just “FOB”—clarifies which version of the rules applies. The named place defines the precise geographic point up to which the seller bears costs. However, buyers must note that under ‘C’ rules (like CIF or CIP), risk transfers at the origin, while cost transfers at the named destination[1]. Stating the specific place prevents liability gaps and is the single fastest way to stop ‘cheap quote, expensive reality.”
Copy-paste wording:
Incoterms rule (Incoterms® 2020): [FOB / CIF / DAP / etc.]
Named place: [Port/City, Country]
Quote currency: USD
Comparison unit: USD/tonne
Payment terms: [e.g., ___% advance / net ___ days]
Quote validity: [___ days]
Because ocean freight can flip supplier rankings when rates surge 30-50%, consider requesting quotes with freight validity windows or scenario-based pricing
For a practical normalization method that converts EXW, FOB, CIF, and DDP quotes to true to-door comparability, see our Incoterms comparison framework.
Section 7: Quality Documents and Acceptance Criteria
What to include: Certificate of Analysis, test report, or spec sheet request, and a simple acceptance pathway (no legal drafting).
Acceptance checks differ by mill practices and buyer QA maturity. Defining acceptance criteria before the order prevents post-delivery arguments. Both parties know the rules.
Copy-paste wording:
Documents required with quote or pre-shipment: [CoA / test report / spec sheet]
Acceptance check: “Shipment acceptance will be based on the agreed specification targets, tolerances, and named test method family.”
If non-conforming: “Non-conformance will be documented and resolution will be agreed before repeat orders.”
For a comprehensive approach to building an evidence pack that includes test methods, lab certificates, and verification protocols, see our RFQ data pack guide..
Section 8: Response Format and Deadline
What to include: Table format response plus deadline and contact; deadline includes timezone.
A forced response table prevents “email prose” that hides missing details. A consistent response format makes comparison immediate. Deadlines signal urgency and professionalism.
Copy-paste wording:
Deadline: [DD-MMM-YYYY, HH:MM, Timezone]
Response format: “Use the table in the RFQ email below; include all requested fields.”
A Model RFQ Email You Can Send Today
Copy, adapt the placeholders, and send:
Subject: RFQ — Kraft paper reels for converting (USD/tonne, Incoterms® 2020 [Named place])
Hello [Supplier Name],
Please quote kraft paper reels for a packaging paper converting application. The goal is comparable bids (same scope, same delivery baseline). Please quote in USD/tonne and reference Incoterms® 2020 with a named place.
1. End-use and scope
End-use: [e.g., paper bags / converting into sacks]
Process: [e.g., printing / lamination / high-speed forming]
Critical risk to avoid: [e.g., web breaks, rejects, moisture damage]
2. Technical targets (include tolerances and your test method family: ISO/TAPPI)
Grammage (GSM): [___ g/m² ± ___%]
Bursting strength: [___]
Moisture / conditioning expectation: [___]
Other critical properties (if applicable): [___]
3. Converting dimensions (metric)
Reel width: [___ mm] | Core diameter: [___ mm] | Roll outer diameter: [___ mm]
4. Volume and cadence
Volume: [___ tonnes/month] | Trial order: [___ tonnes] | Target start: [___]
5. Packing and moisture protection
Packing expectation: [e.g., moisture barrier wrap + pallet protection]
Moisture protection intent: suitable for the shipment route; minimize moisture exposure risk.
6. Commercial baseline
Incoterms® 2020: [FOB / CIF / DAP / etc.] | Named place: [City/Port, Country]
Payment terms: [] | Quote validity: [ days]
7. QA documents and acceptance
Please attach: [CoA / test report / spec sheet]. Acceptance will be based on the agreed targets, tolerances, and named test method family.
Please reply in this table format by: [DD-MMM-YYYY, HH:MM, Timezone]
| Item | Your response |
| USD/tonne | |
| Incoterms® 2020 + named place | |
| MOQ (tonnes) | |
| Lead time (days) | |
| Documents attached (CoA/test report/spec) |
Thank you,
[Name]
[Role, Company]
[Email] | [Phone]
Adapt the placeholders to your grade and convert the line. For additional fields that influence pricing, see kraft paper RFQ fields that change the quote.
Common Mistakes That Make Suppliers Add a Risk Margin
Ambiguity costs money. When suppliers can’t assess scope clearly, they protect themselves with higher prices or simply don’t respond. Here’s what to fix:
No tolerances: Add tolerances and require a named test method family (ISO or TAPPI). Specification gaps trigger rework and disputes—close them at RFQ stage, not after delivery.
Unclear Incoterms or destination: State Incoterms® 2020 and a named port or city baseline.
Missing moisture protection expectations: Add a short packing clause aligned to route risk.
No acceptance protocol: Include a simple acceptance check tied to the agreed spec and method.
No response format: Require a table reply to expose gaps immediately.
What to Do with Replies: The 5-Field Comparison Table
Once quotes arrive, normalize them before deciding. A simple table works:
| Supplier | USD/tonne | Incoterms® 2020 + named place | MOQ (tonnes) | Lead time (days) |
| A | ||||
| B | ||||
| C |
Start with spec compliance—if they don’t meet your technical requirements, price is irrelevant. Then normalize the Incoterms® 2020 baseline to your destination. Only then compare delivered cost and lead time.
This isn’t a full landed-cost calculator, but it’s enough to shortlist suppliers for deeper evaluation. For operationally consistent evaluation workflows, see comparing quotes across incoterms.
Once you’ve normalized quotes and identified your shortlist, the next critical step is verifying that suppliers can consistently hold the specifications they’ve quoted. An evidence-first capability matrix helps you evaluate manufacturers on ISO scope, OTIF rates, and test method alignment—not just promises.
Next Steps: Verify Suppliers and De-Risk the First Order
A good RFQ gets you comparable quotes. But before committing volume, verify that suppliers can deliver what they’ve promised. Use a pilot-first playbook to prove mill capability through staged trials before scaling orders. Review credentials, request samples, and consider a trial order before scaling.
Practical follow-on resources:
- Verification and risk mitigation approach: The Trust Protocol
- Spec discipline mindset and normalization methodology: The Spec-True RFQ Blueprint
- Moisture damage prevention concepts: Stop Wet Cargo
- If needed as a workflow shortcut: Submit RFQ to connect with verified kraft paper suppliers
And for more practical sourcing and quality frameworks, visit the PaperIndex Academy.
Disclaimer:
This article provides general information about creating RFQs for kraft paper and specifying technical and commercial terms. Requirements and responsibilities can vary by supplier, shipment route, and contract structure, so consult a qualified professional for legal, regulatory, or contractual decisions.
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