First, clarify the type of proof required. Types of proofs: paper proofs (for structural approval), colour proofs (for colour approval) and finished product proofs (for production process approval); first determine whether the ‘structure is undecided’ (requiring die-cutting adjustments) or the ‘structure is finalised’ (requiring colour matching only) before deciding on a plan — structural modification fees are high, whilst pure colour proofing fees are low.
How are colour sample fees calculated? Colour samples (digital proofs / press runs): digital proofing (inexpensive, for reference purposes) and press runs (accurate, expensive); ‘colour matching’ (Pantone) is based on the physical sample. When selecting colour sample fees, the guiding principle should be ‘accurate enough is fine’.
Proofing fees are the item most frequently queried in quotations: clients hesitate as soon as they hear there is a charge, whilst manufacturers worry about being stood up if they offer the service for free — only by clearly explaining how proofing fees are calculated and refunded can the collaboration move forward. This article clearly explains the composition of proofing costs; clients seeking bespoke packaging may refer to it as required.
How are paper sample fees calculated? Paper samples (white card / grey board handmade samples): hand-folded (simple) or machine-tested (complex); the ‘quantity’ (1–2 samples) affects the unit price. The cost of paper samples increases with the complexity of the structure.
How are fees refunded? Sample fees: can be offset against the order (for bulk production) (common); non-refundable for samples viewed for evaluation only; Clarify the conditions for “free prototyping” beforehand. Agreements regarding fees are subject to what is “set out in writing”.
Accounting for prototyping costs: die-cutting templates define the minimum order quantity, paper samples define the structure, and colour samples define the colour scheme — by clarifying “what samples are to be produced and whether fees are refundable”, you will have a clear understanding of how the prototyping costs are spent.
How are die-cutting fees calculated? Die-cutting (die-cutting plate): laser-cut dies (charged by size), fees (one-off) are included in the prototyping fee; agree in advance on “who retains ownership of the die” (you may take it away upon full payment). Details regarding die-cutting fees shall be governed by the “agreed terms of ownership”.
