In this guide
How should I approve custom packaging and labels for a 1688 order?
Confirm the supplier’s packing options, minimum quantities and charges. Identify the unit, inner pack and master carton requirements, then approve a named artwork revision and agreed proof or sample. Record changes and check the actual packing against the approved references before international dispatch.
Confirm what the supplier can provide
Ask whether the quoted product includes standard packing and which custom options the supplier can offer. Confirm who will print, apply and pack each component. A separate packaging supplier may introduce another delivery and approval step. Request the applicable MOQ, setup charges, unit charges and production timing for the exact design and quantity. Ask what happens to unused packaging from a production run. Record the answers before committing to artwork preparation or purchasing, since availability and terms depend on the supplier and order.
Separate the unit, inner pack and master carton
Describe what the customer receives as one unit, how units form an inner pack and what goes into the outer shipping carton. Include counts and any required accessories or inserts. WorldFirst’s UK sourcing guidance includes packaging in a written specification, while its Africa supplier guide includes packing among purchase terms to record. Those broad principles support documenting requirements. The approval workflow here is our own suggested method. Ask the supplier to identify estimated dimensions and weights separately from measurements of finished cartons.
Give each artwork file one approval owner
Use a file name that identifies the SKU, packaging component and revision. Send the complete file with its dimensions, intended placement and any agreed print references. Name the person authorised to approve it. Ask the supplier to confirm which version it will use and flag any technical changes it proposes. Review the text and artwork you supply, including the rights to use them. Product-specific label content, safety statements and regulatory requirements need separate qualified review; an artwork approval alone does not establish conformity.
State what the proof or sample lets you assess
Agree the proof format before paying for it. A digital proof can help you review text, layout and placement, but it cannot establish every property of the finished print or pack. A physical sample may let you assess fit, material, closure or print appearance, depending on how it was made. Ask whether it uses the intended production material and process, and record any differences. Approve the features you actually reviewed. Where a feature remains unconfirmed, state the further evidence you need before approving production.
Keep an approval record for each component
This is our original suggested worksheet for a packaging approval record. Adapt the fields to the components in your order. Complete separate entries where a unit label and a master carton use different artwork or suppliers. Attach the approved proof or sample record and the dated decision. Keep a pending item open until the named owner has resolved it, and make the current version available to the people printing, packing and checking the goods.
| Component | Requirements to record | Approval evidence |
|---|---|---|
| Unit packaging | Format, dimensions, material and contents per unit | Named sample or proof; features reviewed and open points |
| Printed artwork | Exact file revision, print references and placement | Dated approval by the named owner; supplier acknowledgement |
| Inner pack | Units per pack and any pack label | Confirmed count and packing reference |
| Master carton | Inner packs or units per carton; marks and label locations | Packing photo, label revision and final carton measurements |
| Later change | Affected component, quantity and proposed revision | Price or timing impact; fresh approval and old-file withdrawal |
Check the packing prepared for dispatch
A proof approval concerns the reference you reviewed. Arrange any checks of the packed goods as a separate part of the order scope. Identify the artwork revision, label placement, pack counts and packaging features to compare. Request evidence that connects findings to the relevant SKU and cartons. Confirm actual carton quantities, dimensions and weights when they become available for freight planning. If several suppliers send goods to one consolidation point, make sure their cartons can be linked to the correct order and packing record.
Approve changes before files or packing are replaced
A different label size, carton count or packing material can affect several documents. Ask the supplier to describe the proposed change and identify the goods it affects. Confirm any cost, timing and checking implications before approving a replacement revision. Mark the old file as superseded and obtain acknowledgement from everyone using it. If goods have already been printed or packed, agree how those units will be handled. Carry the final packing information into the shipping and receiving instructions so the UK delivery is planned around the goods actually dispatched.
Include packaging in the purchasing scope
Our sourcing and purchasing service can help clarify supplier packing requirements. Bring the component list, current artwork references and questions that need supplier confirmation when defining the work.
Questions before you order
Can every 1688 supplier add my logo or custom packaging?
Ask the supplier to confirm the available options for your product and quantity. Record the MOQ, charges, timing and who performs the printing and packing before approving the order.
Is approving a digital proof enough to approve the physical packaging?
Record which features the proof shows. Where material, colour appearance, fit or strength matters, agree suitable additional evidence or a physical sample and identify any differences from intended production.
What happens if the supplier changes the label after approval?
Ask for the proposed revision and identify the affected goods. Review the change, approve or reject it in writing, and confirm how earlier files or already printed units will be handled before dispatch.
Sources & further guidance
- WorldFirst UK: Building a resilient global sourcing strategy (written packaging specifications)
- WorldFirst Africa: Supplier verification guide for Moroccan importers (recording packing terms)
These references provide platform, payment or import background. The purchasing checklists are our practical guidance. Check the current terms and official requirements for your product and destination.
Product acceptance, inspection scope, charges and delivery arrangements need to be agreed for your order.