How to Build a Food Packaging Spec Sheet That Gets You Accurate Quotes
A packaging spec sheet is a one-page document that tells your supplier exactly what you need. Without one, you get vague quotes based on assumptions — and when the product arrives looking different from what you expected, the finger-pointing begins. With a clear spec sheet, every supplier quotes the same product, quotes are directly comparable, and the finished product matches your expectations.
This guide shows you exactly what to include in a food packaging spec sheet, with examples for every major product category.
Why You Need a Spec Sheet
Consider this scenario: you email three suppliers asking for “custom printed coffee cups.” Supplier A quotes 8oz single-wall PE-coated cups with 2-color flexo printing. Supplier B quotes 12oz double-wall PLA-coated cups with full-color offset. Supplier C quotes 16oz ripple-wall cups with screen printing. You get three wildly different prices and have no way to compare them because you didn’t specify what you actually wanted.
A spec sheet eliminates this problem entirely. Every supplier quotes the exact same product, and you can compare prices with confidence.
The 10 Essential Elements
1. Product Type
Be specific about what you’re ordering. Not “cups” but “single-wall paper hot cups.” Not “containers” but “3-compartment PP rectangular containers with matching lids.” The more specific your description, the more accurate your quote.
2. Dimensions / Size
Specify exact dimensions including top diameter, bottom diameter, and height for cups. For containers, specify length, width, and depth. For bags, specify width, gusset depth, and height. Always include the unit of measurement (inches or millimeters) to avoid confusion. If you’re using a standard industry size (like 12oz, 16oz), state that as well — but include physical dimensions because “16oz” can vary by 10–15% between manufacturers.
3. Material
State the exact material you want. For paper products: specify paperboard weight in GSM (grams per square meter) — heavier GSM means thicker, sturdier cups. Common weights are 190gsm for budget cups, 250gsm for standard, and 300gsm+ for premium. For plastic products: specify the resin (PET, PP, PLA, PS) and thickness in microns. For coatings: specify PE, PLA, aqueous, or wax.
4. Printing Specifications
Include the printing method (flexo, offset, digital, screen), number of colors with Pantone references, printing coverage (full wrap, one side, spot logo only), and whether you need inside printing (common for ice cream cups and some food trays). Attach your artwork file — or at minimum, your logo — with the spec sheet.
5. Lid Type (if applicable)
Specify the lid material (PS, PP, PET, CPLA, paper), lid style (flat, dome, sip, straw-hole), and color (white, black, clear, matching). Lids are frequently overlooked in specs, leading to mismatched sizes or wrong materials.
6. Quantity
State your order quantity per SKU, not just total quantity. If you need 10,000 cups in 3 sizes, specify 3,000 × 12oz + 4,000 × 16oz + 3,000 × 20oz. Also mention your estimated annual volume — suppliers price differently for a one-time 10,000-piece order versus a 10,000-piece monthly recurring order.
7. Quality Standards and Certifications
Specify any required certifications: FDA compliance (US), EU Regulation 1935/2004 (Europe), EN 13432 (compostable), BPI certified (compostable, US), FSC (sustainable forestry), halal certification (Middle East), or PFAS-free declaration. If you need a Certificate of Analysis (COA) or Declaration of Conformity (DOC) with each shipment, state that upfront.
8. Packaging and Packing
Specify how you want the products packed: how many pieces per sleeve, how many sleeves per carton, and whether you need individual wrapping (common for cutlery sets). Also specify palletization requirements if applicable — some warehouses require specific pallet sizes or stacking configurations.
9. Shipping and Delivery
State your delivery destination (city and country), preferred shipping terms (FOB, CIF, DDP, or door-to-door), and your target delivery date. This helps the supplier plan production scheduling and quote accurate shipping costs.
10. Special Requirements
Any requirements that don’t fit the categories above: microwave-safe, freezer-safe, tamper-evident, stackable, specific shelf life requirements, specific temperature resistance, custom mold required, or country-specific labeling requirements.
Example Spec Sheets
Example: Custom Printed Hot Cup
| Product Specification Sheet — Hot Drink Cups | |
| Product Type | Single-wall paper hot cup |
| Size | 16oz (475ml), Top ∅ 90mm, Bottom ∅ 60mm, Height 135mm |
| Material | 280gsm food-grade paperboard, PE interior coating |
| Printing | 2-color flexographic, full wrap. Colors: Pantone 3425 C (green) + Pantone Black C |
| Lid | White PS sip lid, 90mm diameter |
| Quantity | 10,000 pcs (first order). Estimated annual: 50,000 pcs |
| Certifications | FDA compliant, FSC certified paper |
| Packing | 50 pcs/sleeve, 20 sleeves/carton (1,000 pcs/carton) |
| Shipping | CIF London, UK. Target delivery: before August 15, 2026 |
| Artwork | See attached: logo.ai (vector), brand-guide.pdf |
Example: Takeout Container
| Product Specification Sheet — Takeout Container | |
| Product Type | 3-compartment PP rectangular container with matching flat lid |
| Size | 34oz total capacity, 230mm × 175mm × 45mm depth |
| Material | PP (polypropylene), 0.7mm wall thickness, black base + clear lid |
| Features | Microwave-safe, freezer-safe, stackable, BPA-free |
| Printing | No printing on container. Custom branded tamper-evident sticker (supplied separately) |
| Quantity | 5,000 sets (container + lid). Monthly recurring order. |
| Certifications | FDA compliant, EU 10/2011 food contact |
| Shipping | DDP Toronto, Canada. Target: ASAP (within 4 weeks) |
Sending Your Spec Sheet
Save your spec sheet as a PDF and send it along with your artwork files when requesting quotes. A well-prepared spec sheet signals to suppliers that you’re a serious, professional buyer — which often results in better pricing, faster responses, and more attentive service. Suppliers prioritize buyers who make their job easy.
Don’t have a spec sheet yet? GQ TH Pack helps you build one. Tell us what products you need in plain language and we’ll create a professional spec sheet for you — free of charge. Contact us and describe your packaging needs.