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How to order custom tote bags in bulk: the step-by-step process
Ordering custom tote bags in bulk for the first time feels complicated because the process spans several stages: specification, quoting, artwork, sampling, production and shipping. Each stage has its own vocabulary and its own mistakes. This guide walks through the full process in order, so you know what to prepare, what to ask and what to check at each step.
It is written for importers, retailers and brands ordering printed or plain fabric tote bags from a manufacturer. If you already have a quote and are checking a sample, go straight to our sample approval checklist. If you are still choosing a fabric or a print method, the fabric comparison and the printing methods guide come first.
The seven stages at a glance
| Stage | You send | You receive |
|---|---|---|
| 1. Specification | Bag type, size, fabric, quantity and print details | A clear brief every supplier quotes against |
| 2. Quotation | Your specification and logo file | Unit price, print charges, sample cost and production time |
| 3. Artwork | Print-ready vector artwork with colour references | A proof showing the placement and size of the print |
| 4. Sampling | Approval comments on the sample | A physical sample of your bag |
| 5. Production | Written approval of the sample | Your bulk order in production |
| 6. Quality check | Inspection points or third-party checks | Photos, videos or a report before shipment |
| 7. Shipping | Delivery address and document requirements | Cartons on their way with invoice and packing list |
Step 1: Write a clear specification
Suppliers quote from what you write down, so a vague brief produces quotes you cannot compare. A complete specification covers the bag itself, the print and the packing. Our GSM and size guide explains fabric weights and standard dimensions if you are unsure what to ask for.
- Bag type and fabric: tote, drawstring or wine bag in cotton, canvas, jute or burlap
- Size: width, height and gusset depth in centimetres
- Fabric weight: GSM, which sets how sturdy the bag feels
- Handles: length, width and how they are stitched and reinforced
- Colour: natural, dyed or bleached fabric, with a reference for dyed colours
- Quantity per design, and whether sizes or colours split the total
- Print: number of colours, positions and approximate print size
- Finishing: labels, hang tags, individual polybags or carton packing
Step 2: Request quotes you can compare
Send the same specification to every supplier so the quotes line up. A usable quote states the unit price at your quantity, any print or setup charges, the sample cost, the production time and the payment terms. If any of these are missing, ask before comparing. To get a quote from us, send the bag type, size, quantity and your logo file (PDF or AI is best) through the quote form and we reply promptly.
Step 3: Prepare print-ready artwork
Printers work from vector files: AI, EPS or print-quality PDF. Vector artwork scales to any print size without losing sharpness, unlike a PNG or JPEG lifted from a website. Include colour references, ideally Pantone codes, so the print colour can be matched rather than guessed, and state the print position and size on the bag. The printing methods guide explains which method suits your artwork and quantity.
- Vector format: AI, EPS or print-quality PDF
- Colour references: Pantone codes where colour matching matters
- Print position and dimensions on the bag
- Fonts converted to outlines so nothing substitutes
Step 4: Approve a sample before production
A sample turns the specification into something you can hold. Check the fabric weight, stitching, handle attachment, print sharpness and colour against what you approved on screen, because screens vary and fabric absorbs ink differently from paper. We make a sample pack available before you commit to a bulk order. Our sample approval checklist lists exactly what to inspect and what to confirm in writing before production starts.
Step 5: Production
Production starts once you approve the sample in writing. Production time depends on the quantity, the print complexity and how busy the season is, so agree the timeline in writing at the quote stage rather than assuming it. Stay reachable during production: quick answers to small questions, a shade confirmation or a label placement, keep the order moving.
Step 6: Check quality before shipment
Ask for photos or a short video of finished cartons before the goods leave, and check them against the approved sample. Buyers with larger orders sometimes appoint a third-party inspection, but even a simple photo review catches most problems while they are still fixable.
- Stitching straight and secure, especially at the handle joins
- Print sharp, correctly positioned and matched to the approved colour
- Measurements within tolerance of the approved sample
- Carton count and labelling matching the packing list
Step 7: Shipping and delivery
Bulk cartons usually travel by sea, which costs less for heavy consignments, while air freight suits urgent or smaller shipments. Your quote will state the shipping terms, such as EXW, FOB or CIF, which decide who arranges and pays for each leg. Ask which documents you will receive: a commercial invoice and packing list are standard, and your customs broker can tell you what else your country needs.
Common mistakes that delay first orders
- Sending a vague brief, then comparing quotes that specify different bags
- Approving artwork on screen and skipping the physical sample
- Comparing quotes on unit price alone, without print charges or payment terms
- Leaving artwork preparation until after the quote is accepted
- Not confirming labels, tags and packing before production starts
Once you have been through the process once, reorders are simple: the specification, artwork and sample are already agreed, so a repeat order is mostly a message with a quantity. When you are ready to start your first order, send your specification through the quote form and we will take it from there.