RFQ & Artwork Preparation Guide
A practical checklist for Malaysian buyers preparing display, signage, sticker, board, banner, lightbox and event graphic enquiries.
Definition
An RFQ and artwork preparation guide defines the buyer information needed before quotation, including product type, finished size, artwork files, site photos, material expectations, installation needs and Malaysia delivery timing.
Information to send first
A clearer enquiry helps HGS Display suggest the right product route and prepare a more realistic quotation.
- Product type, finished width and height, quantity and expected delivery area.
- Indoor, semi-outdoor, outdoor, mall, shopfront, office, event or vehicle use.
- Required date, installation need, delivery area and whether partial delivery is acceptable.
Artwork files
Production artwork should be more than a screenshot. The file needs enough resolution, clear dimensions and usable cut or bleed information.
- Preferred files: print-ready PDF, AI, EPS or vector PDF for logos, text and cut lines.
- Outline fonts, include linked images and mark finished size, bleed, safe margin and contour-cut lines.
- For photo, poster and canvas work, send high-resolution image files rather than compressed chat previews.
Site photos and measurements
Window graphics, floor stickers, wall graphics, lightboxes and installed displays depend heavily on real site conditions.
- Send front-view and angled site photos with approximate width and height marked.
- Mention glass, wall, floor, counter, frame or vehicle surface type and whether old material must be removed.
- For malls and managed venues, share access hours, permit limits and whether drilling, tape or hanging is allowed.
Material and finishing choices
Material choice should match display duration, viewing distance, surface condition, weather exposure and handling risk.
- Confirm whether lamination, anti-slip film, white ink, reverse print, hemming, eyelets or silicone edge is needed.
- For outdoor or high-traffic use, identify sunlight, rain, foot traffic or frequent handling before quotation.
- For brand colours, request colour proofing when the final display will be used under lightbox or strong retail lighting.
Quote review and production start
A quotation becomes production-ready only after scope, artwork, price, payment and timing are confirmed.
- Check whether the quoted price includes only production or also delivery, installation, tax and complex finishing.
- Approve final artwork and dimensions in writing before production starts.
- For campaign rollouts, provide outlet count, batch schedule and packaging or labelling requirements.