What Information to Send for a Custom Bag Quote: A Complete Checklist

Sending a custom bag inquiry without the right details leads to one outcome: a long chain of back-and-forth emails. The factory asks for dimensions. You guess. They ask for material. You pick something from Google Images. A week later, you still don't have a usable quote.

This guide covers exactly what information a bag factory needs to give you an accurate price — and why each piece matters. Use it as a checklist before you hit send.

Why Complete Information Matters

A bag factory's quote depends on many variables: the size of the bag, the fabric type, the printing method, the order quantity, and how it needs to be packed and shipped. Each missing detail is a guess by the factory. Each guess means the quote is less accurate.

When you send complete information upfront, three things happen:

1. You get a quote faster — often within 24 hours instead of a week of back-and-forth
2. The quote is more accurate — less risk of a price increase later
3. The factory takes you more seriously — buyers who send detailed specs signal that they know what they are doing

What to Include in Your First Inquiry

1. Bag Dimensions and Style

Start with the basic shape and size. Even a rough sketch or reference photo helps.

What to send:

• Bag type: tote bag, backpack, drawstring bag, cosmetic bag, gift bag, storage bag
• Dimensions: width × height × gusset depth (in inches or centimeters). Example: 15"W × 14"H × 4"D
• Handle length: if relevant, specify drop length (the distance from the top of the handle to the top of the bag)
• Closure type: open top, zipper, drawstring, magnetic snap, velcro
• Reference photo or link: a photo of a similar bag helps the factory understand the style immediately

Why it matters: Dimensions affect material consumption, cutting efficiency, and sewing time — all of which directly impact the unit price.

2. Material Specification

Material is usually the largest cost component of a custom bag. Being specific about material avoids expensive misunderstandings.

What to send:

• Fabric type: cotton canvas, polyester taffeta, polyester oxford, nylon, TC blend (polyester-cotton), non-woven, recycled PET
• Fabric weight: for canvas, specify oz (10oz, 12oz, 14oz); for polyester oxford, specify denier (300D, 420D, 600D); for polyester taffeta, specify T count (190T, 210T)
• Color: Pantone code or a specific color name with reference
• Lining: if the bag has an inner lining, specify the lining material (190T polyester taffeta is common)

Why it matters: Material choice affects fabric cost, MOQ from the fabric mill, printing compatibility, and shipping weight. A 12oz cotton canvas tote costs more than a 5oz non-woven tote — the factory needs to know which one you want.

If you don't know the exact material: Describe how you want the bag to feel and what it will be used for. For example: "We want a stiff, durable fabric like a heavy canvas shopping bag, for daily grocery use." A good factory can recommend materials based on use case.

3. Printing and Branding Requirements

Printing, labels, and branding details affect setup cost, production time, and unit price.

What to send:

• Printing method: screen printing, digital printing (DTG/DTF), heat transfer, embroidery
• Number of colors in your logo: single-color is cheapest; multi-color adds screen fees for each color
• Print placement: front, back, both sides, or side panel
• Print size: approximate dimensions of the printed area
• Logo file: vector format (AI, EPS, SVG, or high-resolution PDF) is preferred
• Additional branding: woven labels, hang tags, care labels, custom zipper pulls, custom packaging

Why it matters: Different printing methods have different costs and quality. Screen printing costs more to set up but is very cost-effective at higher quantities. Digital printing has no setup fee but a higher per-unit cost. The factory needs to know your method and artwork to quote accurately.

Artwork tip: If you only have a JPG or PNG, send it anyway. But mention that you can also provide a vector file. Vector files produce the sharpest screen printing result.

4. Quantity and Delivery Timeline

Order quantity is one of the biggest drivers of unit price. Delivery timeline affects whether rush production costs apply.

What to send:

• Order quantity: minimum you need, and ideal quantity if you order more
• Delivery deadline: when do you need the bags in hand?
• Delivery destination: full address, including country and postal code, for shipping cost estimate
• Preferred shipping method: sea freight (cheaper, slower), air freight (more expensive, faster), or courier (DHL, FedEx, UPS)

Why it matters: A quote for 500 pieces vs 5,000 pieces can differ by 30% to 50% per unit. Rush production — completing an order faster than normal — usually adds a surcharge. Sea freight from China to the US takes 25 to 40 days; air freight takes 5 to 10 days but costs much more.

5. Packaging Requirements

Packaging is easy to overlook but affects both cost and logistics.

What to send:

• Individual packaging: polybag only, or polybag + hang tag + care label
• Bulk packaging: how many bags per carton
• Special requirements: retail-ready packaging, folding method, barcode sticker, price tag

Why it matters: Adding hang tags, care labels, and individual polybags increases the per-unit cost. If you need retail-ready packaging (each bag folded and packaged like a retail product), it adds labor time.

Template: What Your Inquiry Email Should Look Like

Use this template as a starting point. Adjust it to your project.

Subject: Custom Bag Quote Request — [Bag Type], [Quantity]

Hi [Factory Name],

I am looking for a quote on custom [bag type, e.g. canvas tote bags].

Specifications:
- Bag type: Canvas tote bag
- Dimensions: 15"W × 14"H × 4"D, with 10" handle drop
- Material: 12oz cotton canvas, natural color
- Lining: No lining needed
- Closure: Open top
- Printing: 2-color screen print, front side only, approx. 8" × 8" area
- Logo file: Vector AI file attached
- Additional branding: Woven label sewn inside, hang tag
- Quantity: 500 pcs (first order), potential reorder 1,000–2,000 pcs
- Delivery destination: Los Angeles, CA, USA
- Preferred shipping: Sea freight FOB Shanghai
- Target delivery date: [Date]

Please quote:
- Unit price for 500 pcs, 1,000 pcs, and 2,000 pcs
- Sampling cost and lead time
- Screen setup fee
- Packaging cost
- Estimated FOB Shanghai price

Let me know if you need any additional information.

Thank you,
[Your Name]

Common Mistakes When Requesting a Custom Bag Quote

Mistake 1: "How much for custom bags?" Without dimensions, material, printing, and quantity, no factory can give a real price. Every reply will ask for more information, delaying both sides.

Mistake 2: Sending low-resolution artwork and expecting a print-ready sample. A blurry JPG is not a production file. It can be used for a rough quote, but the factory cannot produce a print-ready sample from it. Provide vector artwork when possible.

Mistake 3: Not specifying the delivery timeline. A factory might quote based on their standard lead time (30–45 days) when you actually need the bags in 20 days. The quote will be wrong. Always include your deadline.

Mistake 4: Comparing quotes without a standardized specification. If you send slightly different specs to five factories, the quotes are not comparable. Send the same spec sheet to every factory you are evaluating.

Mistake 5: Forgetting packaging and labeling costs. A unit price that doesn't include hang tags, care labels, and individual polybags is incomplete. Confirm what is included before comparing.

FAQ

What information does a bag factory need for a quote? At minimum: bag type, dimensions, material, printing method and colors, order quantity, and delivery destination. More detail means a more accurate quote with less back-and-forth.

Do I need a tech pack to get a bag quote? No. A tech pack (detailed technical specification document) helps, but a clear description with dimensions, material, and a reference photo is enough for most factories to provide an initial quote. A tech pack becomes important when you confirm the order and need a production sample.

How detailed should my logo artwork be? Vector files (AI, EPS, SVG, PDF) are preferred for screen printing because they produce the sharpest result. If you only have a JPG or PNG, send it — the factory can advise on whether it needs to be converted. High-resolution images (300 DPI or higher) work for digital printing.

What if I don't know the exact material I want? Describe how you want the bag to feel and what it will be used for. A good factory can recommend materials based on use case, budget, and printing requirements. For example: "We want a sturdy fabric for a daily-use shopping tote that can hold groceries."

How long does it take to get a custom bag quote? If you send complete specifications, most factories respond within 24 hours. Incomplete inquiries take longer because the factory needs to ask follow-up questions before giving a price.

What packaging options should I consider? At minimum: individual polybag to protect each bag during shipping. Optional: hang tags, care labels, retail-ready folding, barcode stickers. Each added packaging element increases cost. For promotional giveaways, a simple polybag is usually enough. For retail sale, full retail packaging is worth the extra cost.