Fragrance Refill Bottle RFQ Checklist: Get Comparable Quotes

A low bottle price is not necessarily a low packaging cost. One quotation may cover an empty bottle; another may include a cap, liner, labels and export cartons. Before comparing suppliers, send the same request for quotation (RFQ) to each one.

For fragrance brands and commercial scenting suppliers, a useful fragrance refill bottle RFQ defines five things: the bottle, the closure system, quantity by SKU, decoration, and delivery scope. The checklist below helps you turn a reference photo into a purchasing specification.

1. Define the bottle and intended fill

State the intended fill volume and ask the supplier to confirm the bottle’s nominal and brimful capacities. Include the material, color, overall dimensions and reference drawing or product link. A photo helps explain the look you want, but it does not replace dimensions or a technical drawing.

• Specify whether the pack is a consumer refill, a trial size or a commercial refill.
• If the bottle must fit a scent machine, share the relevant connection and clearance requirements. Do not assume that matching capacity means machine compatibility.
• Identify which details are fixed and which may change. A standard bottle with a different label may be easier to quote than an unconfirmed custom shape.

Start with a specific item from the PET diffuser refill bottle range when it fits your brief. Ask the supplier to confirm the exact specification rather than requesting a vaguely similar bottle.

2. Include the cap and liner in the same RFQ

Write “bottle only” or “complete bottle-and-cap set” explicitly. For a set, list the cap style, color, liner requirement and whether components should arrive assembled or separately packed.

Give the full neck finish, not just the approximate opening diameter. A designation such as 28/410 includes more than diameter; thread geometry and finish dimensions also affect matching. The Berlin Packaging neck finish guide explains the dimensions used to assess fit.

Ask for matching drawings and samples. If induction sealing is planned, the liner must be reviewed for the bottle material, formula and filling process. Agree on capping and sealing trials with your filler. A matching thread does not by itself establish leak resistance or formula compatibility.

3. Break quantities down by SKU

List the first-order quantity for each bottle size, bottle color, cap color and artwork version. Separate a trial order from an estimated repeat-order forecast. Do not assume that several designs can be combined to meet a single minimum order quantity.

• Ask for the MOQ and price basis for each configuration.
• Separate stock components from custom-colored, printed or molded options.
• Request sample, artwork setup, tooling and other one-time charges as separate lines where applicable.

4. Specify decoration, packing and delivery

For labels, provide the proposed dimensions, artwork status and finish. Ask for confirmation of the usable label area before finalizing artwork. If labels will be machine-applied, include the applicator’s roll and orientation requirements. State whether the quote includes loose labels, label application or undecorated bottles.

For packing, request the quantity per carton, protection method, carton dimensions and gross weight. State your destination country and postal code, preferred freight method and requested delivery terms. Ask exactly which freight, customs and destination charges are included; do not compare an EXW product price directly with a delivered quotation.

Copy this fragrance refill bottle RFQ template

• Project and use: brand/project name; consumer or commercial refill; target market.
• Bottle: product link or drawing; material; color; intended fill; required dimensions.
• Closure: full neck finish; cap style/color; liner; assembled or packed separately.
• Compatibility: formula type and intended use; sample evaluation and filler requirements. Share sensitive formulation details only through an agreed confidential process.
• Quantity: first order by SKU, color and artwork; optional repeat-order estimate.
• Decoration: label/print method; artwork status; application requirements.
• Packing and delivery: carton requirements; destination/postal code; freight method; delivery terms; required arrival date.
• Please confirm: included components, MOQ, unit-price basis, separate charges, sample availability, quote validity and production lead-time starting point.

Compare scope before comparing the total

Put quotations side by side using the same quantity and delivery basis. Mark every unconfirmed item as “to confirm,” not zero. Check whether production timing begins after payment, artwork approval, sample approval or another milestone. Keep the approved specification and sample reference with the purchase order so later changes are visible.

Before bulk purchasing, evaluate the actual formula in the proposed bottle, cap and liner combination. Agree on test conditions and acceptance criteria with the relevant supplier and filler. A short sample trial is not proof of long-term stability or transport performance.

Frequently asked questions

Can I request a quote before artwork is ready?

Yes. Describe the intended decoration and mark artwork as pending. Ask which costs are provisional and which approvals are needed before production.

Is the same neck size enough to approve a cap?

No. Confirm the complete finish, matching drawings, liner and assembly performance. Test the proposed set with your filling process and product.

Should I order samples before choosing a supplier?

Samples help you check dimensions, handling and component fit before committing to bulk packaging. Unalilia’s PET diffuser refill bottle sample pack offers a starting point for evaluating its listed sizes. Confirm suitability for your formula separately.

Ready to request a comparable packaging quote?

Send your product reference, quantity by SKU, closure requirements, artwork status and destination through the Unalilia custom quote form. Include any open questions so the team can review the specification, sampling needs and quotation scope before you commit.