What Should a Standard Flag Quotation Include? A Procurement Checklist

Why a Flag Quotation Can’t Be Just “a Price”

Many customers ask only one question when requesting a quote: “How much is one of these flags?” The reply they get is often just a single, bare number. But flags are custom, non-standard products: at the same size, different fabrics, printing methods, stitching styles, accessories, and quantities can produce very different cost structures. A proper flag quotation is essentially a written record that locks in a shared understanding of the product between buyer and seller, preventing rework and disputes later on when one side says, “I thought it was like this.”

Below, we break down the items a standard quotation should include, in order. You can use it directly as a checklist.

1. Basic Information on the Quotation

• Quotation number and issue date
• Supplier company name, contact person, phone, and email
• Buyer company name and receiving contact
• Quotation validity period (for example, valid for 30 days from the issue date)
• Currency, whether tax is included, and whether shipping is included

The validity period is often left out, but fabric prices fluctuate with the market. Stating a validity period protects the supplier and lets the buyer know when the price needs to be reconfirmed.

2. Product Specifications: The Core of the Quotation

1. Flag Type and Use

Is it a national flag, corporate image flag, feather flag (beach flag), table flag, hand-held flag, or a banner or backdrop? The intended use directly affects the choice of material and workmanship—for example, long-term outdoor display and indoor conference use have very different requirements.

2. Size

Common sizes include 60×90cm, 90×150cm, and 120×180cm, while feather flags are often 60×240cm and similar. Specify whether the size is the finished size or the cut size, and whether the width of the pole sleeve is included.

3. Fabric Material

Common options include polyester, oxford cloth, mesh, and pongee, each with different weights, textures, and breathability. The quotation should state the material name and weight, not just a vague “cloth” or “flag fabric.”

4. Printing Method

Heat transfer, digital printing, and screen printing each suit different scenarios. Also specify whether it is single-sided or double-sided printing. Double-sided printing with the same image usually uses a two-layer structure or an opaque middle layer, and this must be clearly stated in the quotation—otherwise disputes like “the text on the back is reversed” are common.

5. Stitching and Finishing

Four-side hemming, a white sleeve on the pole side, ties at the top and bottom, reinforced corners, grommets, or hook-and-loop fasteners should all be listed item by item. Accessories may be small, but they directly affect installation and the user experience.

6. Packaging

Individual OPP bags or bulk packing in cartons, quantity per carton, and whether hang tags or shipping marks are needed. For export orders especially, specify the shipping mark content and outer carton labeling requirements.

3. Quantity and Tiered Pricing

Flag costs include relatively fixed components such as plate-making and machine setup. The larger the quantity, the lower the share of these costs allocated to each flag. The standard approach is to quote by quantity tier—for example, unit prices for 100, 500, and 1,000 flags—so buyers can choose based on budget and usage, and can reference the same pricing for reorders.

4. Break Down the Cost Components

• Plate-making or sampling fee, and whether it can be credited against a bulk order
• Unit price × quantity
• Packaging fee (if custom boxes or hang tags are required)
• Shipping: courier or freight, whether door-to-door delivery is included, and whether remote areas cost extra
• Taxes: whether tax is included and whether proper invoices can be issued

Breaking out the costs is more transparent than giving a single “total price,” and it makes it easier for both sides to negotiate adjustments to one item when budgets change, rather than scrapping the entire quotation.

5. Lead Time and Sample Approval Process

Lead time should be stated in three parts: sampling/layout time, bulk production time, and shipping time, with a clear starting point—usually “from the date the artwork is confirmed and the deposit is received.” Also agree on how artwork is confirmed, such as by PDF proof or by signed physical sample. The approval sample is the acceptance benchmark for the entire order, so this step must not be vague.

6. Payment Method and Settlement Terms

The deposit percentage, final payment milestone (before shipment or after delivery), acceptable payment methods, and invoicing information should all be written into the quotation or the accompanying order terms.

7. Inspection Standards and After-Sales Terms

This section is the most easily omitted, yet it is often the source of disputes. We recommend stating: acceptance is based on the approved sample or approved artwork; reasonable color variation between batches, display devices, and the physical product is normal; the allowable quantity tolerance; and how damage during shipping is handled and within what feedback timeframe.

8. A Few Easily Overlooked Clauses

• Artwork copyright and usage authorization: whether the logo or design provided by the customer is legally licensed
• Whether the supplier may use the product for case displays
• Whether rush orders incur extra fees, and the minimum turnaround time for rush orders
• Whether reorder pricing matches this quotation, and for how long

Conclusion

A proper flag quotation should read like a short instruction manual: the customer no longer has to ask “what does this price include,” and the supplier no longer has to repeatedly explain “this doesn’t cover that.” Next time you receive a quote, take the checklist above and go through it item by item—the more items are missing, the higher your follow-up communication costs are likely to be.

If you are preparing a flag purchase, feel free to send your size, quantity, material, and intended use to Flags Factory. We will issue a clear quotation following the structure above, making it easy for you to compare prices and get internal approval.