Ordering custom bags for your business involves dozens of decisions — material, size, color, print method, quantity, packaging, and more. It is easy to overlook critical details that can make the difference between a successful product launch and a costly mistake.
This procurement checklist compiles 15 essential questions every buyer should answer before placing a custom bag order. Use it as your go-to reference for supplier conversations.
Part 1: Product Specs (Questions 1–5)
1. What bag style do I need?
Define the type: grocery tote, cotton shopping bag, drawstring sack, wine bottle bag, non-woven carryall, or paper retail bag. Each serves a different purpose and audience. Not sure? See our buying guide →
2. What material is best for my use case?
Consider: durability needs, print method compatibility, weight capacity, washability, and sustainability requirements. Common options: RPET (recycled), organic cotton, non-woven polypropylene, jute, canvas. Compare materials →
3. What size and capacity do I need?
Standard grocery tote: 38×42 cm (15×16.5 in). Lunch bag: 25×20×15 cm (10×8×6 in). Wine bag: fits 1–6 bottles. Drawstring: 40×45 cm. Specify internal dimensions (width × height × gusset). Size guide →
4. What print method fits my design and budget?
Screen printing (low cost, simple designs, bulk orders), CMYK offset (photo-quality, full color, 500+ pcs), heat transfer (small runs, complex graphics), or woven labels (premium, no fading). Print methods compared →
5. Do I need additional features?
Consider: zipper closure, interior pockets, reinforced bottom, D-ring for keys, detachable strap, insulation layer, waterproof lining. Extra features add cost but increase perceived value.
Part 2: Business & Supplier (Questions 6–10)
6. What is the MOQ and pricing ladder?
Always ask for pricing at multiple quantity tiers: 500, 1,000, 2,500, 5,000, 10,000. The price break between tiers can be significant (15–30% per tier). View our pricing by category →
7. What is the production lead time?
Ask for a detailed timeline: sample creation, approval, material sourcing, production start, QC, packing, and shipping. Get it in writing. Read our full production timeline guide →
8. What certifications does the supplier hold?
Ask for: GOTS (organic), OEKO-TEX (chemical safety), GRS (recycled content), FSC (paper). Verify certificates through the issuing body’s database. Certifications explained →
9. Can I visit or virtually tour the factory?
A legitimate supplier should offer a video call tour, third-party audit report, or collect customer references. Be wary of suppliers that cannot show you their facility.
10. What is the payment structure?
Typical terms: 30% deposit upfront, 70% before shipment. Some suppliers offer T/T (wire transfer), PayPal (fast but higher fees), or LC (letter of credit for large orders).
Part 3: Quality & Risk Management (Questions 11–15)
11. What is the QC process?
Ask about: in-line inspection during production, final inspection (AQL standard), and what happens to defective units. Standard AQL 2.5 means ≤2.5% defect rate is acceptable — negotiate for AQL 1.0 for premium orders.
12. Can I request third-party inspection?
Independent inspection by SGS, Bureau Veritas, or Intertek costs $200–$500 but is strongly recommended for first orders over $5,000. The inspector checks dimensions, print quality, stitching, material, and packaging.
13. What is the warranty or replacement policy?
Clarify before ordering: What happens if bags arrive with defects? Most reputable suppliers will replace defective units at their cost. Get the replacement terms in the contract.
14. What packaging options are available?
Standard bulk vs. individual polybag vs. retail-ready. If the bags go straight to your retail floor, invest in individual packaging with barcode stickers.
15. What is the total landed cost?
Get a complete cost breakdown: unit price × quantity + tooling + sampling + shipping + customs duty + inspection + packaging. Compare suppliers on total cost, not unit price. Total landed cost guide →
Printable Procurement Checklist Template
Copy the checklist below for your next supplier meeting:
- ☐ Bag style, material, and dimensions confirmed
- ☐ Print method chosen and design files prepared
- ☐ MOQ and all pricing tiers received
- ☐ Production timeline with milestones agreed
- ☐ Certifications verified (GOTS/OEKO-TEX/GRS/FSC)
- ☐ Factory credentials or audit report reviewed
- ☐ Payment terms and schedule confirmed
- ☐ QC process and AQL standard agreed
- ☐ Third-party inspection arranged (if applicable)
- ☐ Packaging specification finalized
- ☐ Shipping method and cost confirmed
- ☐ Customs clearance documentation ready
- ☐ Total landed cost calculated and within budget
- ☐ Warranty and defect replacement policy clarified
- ☐ Production sample ordered and reviewed
Summary: Key Takeaways
- ✅ Use this 15-question checklist before every supplier conversation
- ✅ Confirm product specs (material, size, print) before discussing price
- ✅ Verify certifications independently — do not take claims at face value
- ✅ Compare total landed cost, not unit price
- ✅ Always order a production sample before mass production
Download our complete procurement template or start a quote: Contact Y Eco Bag →
