What Product Samples and Line Data Does a Custom Supplier Need?

What Product Samples and Line Data Does a Custom Supplier Need?

Getting a custom packaging machine quote without sending samples is like asking a tailor to make a suit from a phone description. You might get something close, but the fit will be off. When you approach a packaging machinery manufacturer about a custom side sealer or flow wrapper, the quality of your initial data determines whether you get a machine that runs at 95% efficiency or one that jams every shift. This guide breaks down exactly what samples, measurements, and line data a custom supplier needs from you, and why each piece matters. Relevant specifications and application guidance are available through Packaging Automation Solutions.

Most buyers underestimate how much information a supplier requires. They send a product photo and a rough dimension, then wonder why the quote takes two weeks and comes back with caveats. The truth is that shrink packaging machines are built around your product’s geometry, film behavior, and line speed. Without accurate inputs, the supplier is guessing—and you pay for that guess in changeover time, rejected packages, and rework.

This tutorial is for production managers, purchasing engineers, and plant owners who are sourcing custom shrink wrapping or side sealing equipment. You will learn the five categories of data to gather before contacting a supplier, how to prepare physical samples, and what line specifications to document. Follow these steps, and your RFQ will get a faster, more accurate response.

Key Takeaways

• Send 5 to 10 physical product samples plus one boxed sample to let the supplier test film shrinkage and seal strength.
• Provide dimensional drawings with tolerances, not just nominal sizes, so the machine builder can set guide rails correctly.
• Document line speed in packages per minute and film type with thickness in microns—both drive the sealing system specification.
• Share your facility’s power supply, air pressure, and floor space constraints before the supplier designs the infeed conveyor.
• Ask for a test report with seal strength data and shrink percentages before you approve the final machine layout.

What You Need Before Starting

Before you email a supplier, gather these items. Missing any one of them will slow down the quotation process or lead to a machine that does not fit your line.

• Physical product samples: 5 to 10 unboxed units and at least 1 fully boxed sample. For fragile items, send extras in case of transit damage.
• Dimensional drawing or spec sheet: A PDF or CAD file showing length, width, height, and weight. Include tolerances if your product varies between batches.
• Film samples: 1 to 2 rolls or cut sheets of the shrink film you plan to use, with the thickness in microns and the shrink percentage stated.
• Line speed target: Your required throughput in packages per minute (ppm), plus your current bottleneck speed.
• Facility data: Available floor space, ceiling height, power supply voltage and phase, and compressed air pressure in bar or psi.
• Packaging configuration: Whether products go through singly, in multi-packs, or on trays, and whether you need a corner cutter after shrinking.

If you are sourcing a complete system, review the Advanced Packaging Machinery & Automation Solutions, Side Sealer, Flow Wrapper range first. That gives you a vocabulary for what you are asking for and helps you match your product to the right machine class.

Step 1 — Prepare Physical Product Samples
What to Do

Physical samples are non-negotiable. A supplier cannot verify film behavior, seal bar clearance, or shrink tunnel airflow from a drawing alone. Send 5 to 10 identical units of your actual product, unboxed. If your product ships in a box or tray, send one fully assembled, ready-to-ship unit as well.

Number each sample and include a packing list that states the product name, dimensions, and weight. For products with irregular shapes—bottles with pumps, tapered containers, or items with protruding handles—mark the orientation that must face the seal bar. If your product is delicate, wrap each unit individually and use a rigid box.

Why This Matters

Shrink film shrinks at different rates in the length and width directions. A typical polyolefin film shrinks 20% to 30% in the machine direction and 30% to 40% in the cross direction, depending on the grade. The supplier needs your actual product to measure how the film will pull around corners and whether the seal area will pucker or wrinkle. They also check whether the product fits through the seal bar opening with enough clearance—usually 10 to 20 mm on each side—without the film catching.

Common Mistakes to Avoid

• Sending only one sample: If it gets lost or damaged in transit, the whole RFQ stalls. Send a batch.
• Sending a prototype instead of the production unit: A prototype with different dimensions or surface finish will produce a wrong machine setup.
• Forgetting the boxed sample: The boxed unit determines the maximum product height the machine must handle, which sets the seal bar opening and shrink tunnel height.

Step 2 — Document Dimensions, Weight, and Tolerances
What to Do

Create a dimension sheet for your product with length, width, and height in millimeters. Include the weight in kilograms or grams. If your product has a tolerance—for example, a filled bottle that varies by ±2 mm in height—write that down. A nominal dimension without a tolerance is incomplete data.

Also state the maximum and minimum product sizes if you run multiple SKUs on the same line. A machine built for a single size will need changeover parts for others, and the supplier must know the range upfront to design quick-change guides.

Why This Matters

The side sealer’s guide rails, the L-bar sealer’s sealing plate, and the shrink tunnel’s conveyor width are all set from your product dimensions. A 5 mm error in height can mean the product hits the top of the seal bar opening, causing film jams every few cycles. Weight matters for the infeed conveyor motor sizing and the shrink tunnel conveyor speed—a heavy product needs a sturdier belt and a slower tunnel speed to shrink evenly.

Common Mistakes to Avoid

• Giving dimensions in inches when the supplier works in metric: Convert everything to millimeters to avoid a 25.4× error.
• Omitting the tolerance: If your product varies, say so. The supplier will build in adjustment range, not guess.
• Not stating the packed weight: The boxed product weight, not the bare product weight, determines conveyor loading.

Step 3 — Specify Film Type, Thickness, and Shrink Behavior
What to Do

Identify the shrink film you plan to use: polyolefin (POF), polyethylene (PE), PVC, or a cross-linked film. State the thickness in microns—common shrink films run from 15 to 60 microns. If you have a film data sheet, send it. If not, send a film sample with the roll labeled.

Also state the shrink percentage you expect. Most shrink films specify a free shrink of 20% to 40% in each direction. If you do not know your film’s shrink percentage, the supplier can measure it in a lab test, but that adds a day to the process.

Why This Matters

Film thickness directly affects the sealing temperature and dwell time. A 15-micron POF film seals in about 0.5 seconds at 140°C to 160°C, while a 50-micron PE film may need 1.5 seconds at 180°C to 200°C. The sealing system on your machine—whether it is a constant-heat seal bar or a pulsed seal—must match the film. The shrink tunnel temperature and conveyor speed also depend on film type. PVC shrinks at lower temperatures but emits corrosive gases, so it requires a different tunnel material than POF.

Common Mistakes to Avoid

• Assuming all shrink films behave the same: POF, PE, and PVC have different shrink ratios, sealing windows, and tunnel requirements.
• Not sending a film sample: The supplier cannot verify the film’s actual shrink behavior without testing it on your product.
• Ignoring the film’s slip agent: Films with high slip can slide off the conveyor or misalign in the seal bar. The supplier needs to know.

Step 4 — Provide Line Speed, Throughput, and Shift Data
What to Do

State your required throughput in packages per minute. Be realistic: if your current line runs at 30 ppm and you want 60 ppm, say that. Also state your operating hours per shift and shifts per day, because that determines the machine’s duty cycle and the required component ratings.

Include your current bottleneck. If the side sealer is not the constraint, the supplier can size the machine to match the upstream or downstream equipment. If you plan to integrate the new machine into an existing line, provide the conveyor height and the infeed/outfeed orientation.

Why This Matters

A side sealer’s cycle rate is not the same as its sustained throughput. A machine rated at 40 cycles per minute may only sustain 30 ppm when you account for product spacing, film indexing, and operator loading. The supplier needs your target to size the film feed system, the sealing dwell time, and the shrink tunnel length. For a high-speed line, you may need a reciprocating side sealer rather than an intermittent one. The Automatic reciprocating high-speed side-sealing shrink packa machine, for example, is built for sustained high throughput with a continuous-motion sealing head.

Common Mistakes to Avoid

• Overstating your speed requirement: A machine sized for 60 ppm that you only run at 30 ppm costs more and has a longer payback.
• Not stating shift hours: A machine running 24/7 needs heavier-duty bearings, motors, and seal bars than one running 8 hours a day.
• Ignoring the infeed/outfeed height: If your existing conveyor is 800 mm high and the new machine is 900 mm, you need a transition conveyor.

Step 5 — Share Facility Constraints: Power, Air, and Floor Space
What to Do

Document your facility’s electrical supply: voltage (110V, 220V, 380V, 415V), phase (single or three), and frequency (50 Hz or 60 Hz). State the available compressed air pressure in bar or psi and the flow rate in liters per minute if you have it. Measure the floor space where the machine will sit, including clearance for the film roll, the shrink tunnel, and the outfeed conveyor.

Also note ceiling height if you are considering a vertical L-bar sealer or a machine with a film roll mounted overhead. And check the floor condition—uneven floors may require leveling feet or a raised platform.

Why This Matters

A shrink tunnel draws significant electrical power. A typical tunnel for a mid-size side sealer line draws 10 to 20 kW at 380V three-phase. If your facility only has single-phase power, the supplier must specify a smaller tunnel or add a phase converter, which changes the cost and the footprint. Compressed air is used for the seal bar actuation and the film clamp on many machines; insufficient pressure causes weak seals or missed cycles. Floor space determines whether you need a compact machine with an integrated tunnel or a split configuration with a separate tunnel.

Common Mistakes to Avoid

• Assuming standard power: Not every facility has 380V three-phase. Check your panel before you quote.
• Underestimating air consumption: A side sealer with pneumatic seal bars can consume 100 to 300 liters per minute at 6 bar. Verify your compressor can supply that.
• Not measuring the aisle width: The machine needs service access on both sides. A 2-meter-wide machine in a 2.2-meter aisle is unserviceable.

Pro Tips for Success

• Run a film test before you commit: Ask the supplier to run your samples with your film and send you a video plus a sealed sample. Check the seal strength by hand—a good seal tears at the film, not at the seal line.
• Ask for a line layout drawing: A good supplier provides a top-view layout showing the machine footprint, conveyor heights, and operator positions. Review it against your actual floor before approving.
• Specify the corner cutting requirement early: If your product needs a corner cutter after shrinking, say so in the first RFQ. Retrofitting a corner cutter later is more expensive than including it in the original design. For complete line integration, review the Packaging Automation Solutions page to see how machines are combined into a single line.
• Request a test report with numbers: Ask for seal strength in newtons, shrink percentage, and cycle time data. A supplier who provides quantified test results is more reliable than one who sends a photo.
• Plan for changeover: If you run multiple SKUs, ask about changeover time. A machine with tool-less guide adjustments can cut changeover from 30 minutes to 5 minutes.

Frequently Asked Questions
How many product samples should I send to a packaging machine supplier?

Send 5 to 10 unboxed units and at least 1 fully boxed sample. This lets the supplier test film shrinkage, seal bar clearance, and shrink tunnel settings without running out of material. For fragile or irregular products, send extra samples in case of transit damage.

What film information does a supplier need for a shrink packaging machine?

State the film type (POF, PE, PVC, or cross-linked), the thickness in microns, and the shrink percentage if known. Send a film sample with the roll labeled. The film type and thickness determine the sealing temperature, dwell time, and shrink tunnel settings.

Why does line speed matter for a custom side sealer quote?

Line speed in packages per minute determines the machine class. An intermittent side sealer handles up to about 30 ppm, while a reciprocating high-speed side sealer sustains higher throughput. Overstating your speed requirement increases cost; understating it results in a machine that bottlenecks your line.

What facility data should I include in a packaging machine RFQ?

Include power supply voltage, phase, and frequency, compressed air pressure and flow rate, floor space dimensions, ceiling height, and conveyor height if integrating into an existing line. Missing this data causes delays and may result in a machine that does not fit your facility.

Can a supplier design a machine without physical samples?

Technically yes, but the risk is high. Without samples, the supplier cannot verify film behavior, seal quality, or shrink tunnel performance on your actual product. The result is often a machine that needs multiple adjustments during commissioning, costing you time and money.

Conclusion

What product samples and line data does a custom supplier need? The answer is more than most buyers expect: physical samples, dimensional drawings with tolerances, film specifications, line speed targets, and facility constraints. Each piece of data directly affects a machine component—the seal bar opening, the conveyor width, the tunnel temperature, the motor sizing. Skip one, and you introduce guesswork into a process that should be precise.

This approach works because it mirrors how a machine builder actually engineers a line. They start with your product geometry, match the film to the sealing system, size the tunnel to the throughput, and fit everything into your facility. When you provide complete data, the supplier can design with confidence, and you get a machine that runs at its rated speed from day one.

Your next step is simple: gather your samples, measure your line, and document your facility. Then send that package to a supplier with a clear RFQ. The time you spend preparing data upfront is a fraction of the time you will save during commissioning. A machine built on accurate data runs clean, changes over fast, and pays for itself on schedule.