Project and audience
State the purpose, audience, use environment, key dates, expected life and what success looks like. Include confidentiality or vendor-onboarding steps before sensitive files are shared.
Physical specification
Provide finished size, flat size where known, page count, quantity by version, materials or performance needs, print colours, finishes, construction, assembly and packing. Attach dielines or reference samples when available.
Artwork and approvals
Describe artwork status, languages, variable data, who approves content and colour, required proof types and the final release mechanism. State whether suppliers should include prepress correction.
Commercial response
Request unit and total cost, tooling, samples, freight, tax treatment, assumptions, exclusions, overrun policy, quote validity, payment milestones and costed alternatives. Ask suppliers to identify the largest cost drivers.
Delivery and evaluation
Attach a destination matrix or describe the expected distribution model. Publish evaluation criteria so quality, evidence, timing, risk control and price are weighted intentionally rather than improvised after bids arrive.
- Relevant physical samples
- Clear production and proof route
- Ability to control Arabic and English files
- Realistic timing and contingency
- Transparent assumptions and alternatives
- Packing and distribution competence