Common Pitfalls in Packaging Procurement (and How to Avoid Them)
Packaging procurement sounds simple: find boxes, put stuff in them, send them out. Right? …If only.
The truth is, behind every successful brand’s sleek shipping box or shelf-ready display is a procurement strategy that’s been through fire, likely more than once. If you’ve ever been stuck with 10,000 units of the wrong size mailer, waited six weeks for packaging that never arrived, or gotten a surprise invoice that you weren’t prepared for, you know the struggle.
Let’s unpack (pun intended) the most common packaging procurement pitfalls and, more importantly, how to sidestep them like a pro.
1. Over-Ordering (aka the "Why Do We Have 15 Pallets of Boxes in the Break Room?" Problem)
The Pitfall:
You panic-order. Or you order based on an optimistic sales forecast. Or a discount tempts you to buy in bulk… and suddenly you’re swimming in boxes that don’t fit your products anymore, or worse, aren’t moving off the shelves.
Over-ordering eats up warehouse space, ties up cash flow, and risks waste if your packaging becomes obsolete (rebrands, seasonal shifts, product updates, oh my).
How to Avoid It:
Order in waves. Start with smaller production runs if you’re testing new packaging or launching a product.
Use a demand forecast model. Historical sales + current trends + marketing projections = smarter ordering.
Build relationships with suppliers who offer flexible minimums. Custom packaging doesn’t have to mean committing to 50,000 units off the bat. Find a partner who understands scaling. (psst… we can help you with this!)
Consider fulfillment partners or drop shipping. This way, you avoid sitting on inventory entirely.
Pro Tip: If your storage room doubles as an obstacle course on Tuesdays, it's time to rethink your order volume.
2. Lack of Clear Specifications (aka the “It Looked Better in the Mockup” Trap)
The Pitfall:
You hand your supplier a general idea like, “We want a nice brown box, maybe with some ink,” and assume they’ll figure it out. What arrives is technically a brown box, but the material is flimsy, the color’s off, and your logo looks like it was drawn by a toddler in the dark (unless that’s what you’re going for because that’s cool too as long as you meant for it to be that way).
Vague specs lead to miscommunication, which leads to costly reprints, delays, and packaging that doesn’t live up to your brand.
How to Avoid It:
Be obsessively detailed. Provide dielines, material type, thickness (gsm or flute size), print method (flexo, digital, offset), color codes (Pantone or CMYK), coatings, and finishes.
Send physical samples. If possible, show what you want, or even better, what you don’t want.
Use prototypes. Approve a production sample before giving the green light for a full run.
Use visual annotations. Mark up mockups with clear callouts (e.g., “spot UV here,” “matte lamination on outside only”).
Pro Tip: Your packaging supplier isn’t a mind reader (yet). The more context and clarity you provide, the closer they’ll get to nailing it on the first try.
3. Poor Quality Control (aka “Why Is This Box Collapsing Under the Weight of a Feather?”)
The Pitfall:
You’ve placed the order, it’s delivered, and everything seems fine… until a customer sends a photo of their smashed unboxing experience. Cue the negative reviews, angry DMs, and deep regret.
Inconsistent print colors, weak adhesives, misaligned cuts, these aren’t just cosmetic flaws. They’re brand killers.
How to Avoid It:
Request QC reports. Reputable suppliers will provide quality control documentation, especially for large or international orders.
Ask about internal standards. Does your supplier test edge crush resistance (ECT)? Burst strength? Color matching protocols?
Do your own inspections. Randomly inspect batches when they arrive. Look for consistency, structural integrity, and print quality.
Work with packaging experts (like Merchant Boxes). A solid packaging partner will act as your advocate, catching issues before they reach your doorstep.
Pro Tip: Saving a few cents per unit isn’t worth it if the packaging falls apart. Your box is your brand. Treat it like a first impression because you only get one.
4. Communication Breakdowns with Suppliers (aka the “Wait… We Needed That by Last Friday” Meltdown)
The Pitfall:
Emails get buried. Assumptions are made. Time zones wreak havoc. Suddenly your supplier has produced 5,000 boxes with the old logo, and your launch date is now a week away.
Packaging is a collaborative process. When communication breaks down, so does everything else.
How to Avoid It:
Confirm all specs in writing. Every change, every update, every approval, put it in an email or shared doc.
Use visual confirmations. A lot can be lost in translation, especially across language barriers. Annotated images help.
Create a timeline. Shared production calendars keep everyone on track (and accountable).
Have a single point of contact. On both ends. Too many cooks in the packaging kitchen = chaos.
Schedule regular check-ins. Weekly updates help catch small problems before they explode.
Pro Tip: If you haven’t heard from your supplier in a week, don’t assume “no news is good news.” Assume they’re about to use Comic Sans on your next label.
5. Not Factoring in Lead Times (aka the “Why Is Everything Always Late?” Spiral)
The Pitfall:
You forgot to build in production and shipping time. Now your packaging arrives… two weeks after your launch. Oops.
Packaging lead times can vary wildly depending on materials, location, and customization. If you don’t account for this, you risk missing deadlines, or worse, paying rush fees and air freight to fix it.
How to Avoid It:
Know your supplier’s lead times. Ask upfront: production time, transit time, customs clearance (for overseas), etc.
Pad your timelines. Build in buffer days (or weeks) for unexpected hiccups.
Avoid last-minute changes. Late edits can reset the clock entirely.
Work with local or regional suppliers when possible. Domestic production can shave off days or even weeks.
Pre-approve designs. The faster you sign off, the faster production starts.
Pro Tip: Packaging lead times are like airport security. If you’re not early, you’re already late.
6. Skipping Total Cost Analysis (aka the “Wait, Why Are We Losing Money Per Order?” Problem)
The Pitfall:
You focus only on unit price and ignore hidden costs, like warehousing, shipping, damaged returns, or manual labor to assemble complex packaging.
Cheap packaging isn’t always cheap when you zoom out.
How to Avoid It:
Calculate total cost of ownership (TCO). Include materials, labor, shipping, storage, assembly time, and customer support for damaged items.
Use automation-friendly designs. Fewer folds and less tape = faster fulfillment.
Test shipping costs. A slightly smaller box might save thousands in dimensional weight (DIM) fees.
Track return rates. Poor packaging that leads to damaged goods costs you twice, once to ship and once to replace.
Talk to your 3PL. They can tell you which boxes are a headache to pack.
Pro Tip: The best packaging doesn’t just look good, it saves you time, money, and stress in the long run.
7. Forgetting About Sustainability (aka the “Our Customers Are Mad About the Styrofoam” Problem)
The Pitfall:
You’re focused on cost or appearance and forget that your customers care about what happens after they unbox. Non-recyclable, overly bulky, or wasteful packaging can damage your reputation.
Consumers are paying attention. And so are regulators.
How to Avoid It:
Choose recyclable or compostable materials. Corrugated cardboard, molded fiber, paper-based mailers, etc.
Use right-sized packaging. Minimize empty space. It saves on shipping, too.
Avoid excessive fillers. Ditch the packing peanuts and bubble wrap unless truly necessary.
Print sustainability messaging. Help customers dispose of packaging properly by giving brief instructions (“This box is 100% recyclable!”).
Ask your supplier about eco-options. From soy inks to biodegradable laminates, there are more sustainable solutions than ever.
Pro Tip: Sustainable packaging isn’t just good for the planet, it’s great for brand loyalty. People want to support companies that walk the talk.
8. Ignoring Brand Experience (aka the “This Box Doesn’t Feel Like Us” Blunder)
The Pitfall:
You focus so hard on logistics that you forget about customer experience. Your packaging shows up on the doorstep looking like it came from a generic warehouse… because it did.
Unboxing is part of your brand story. Don’t let bland packaging kill the vibe.
How to Avoid It:
Design with your audience in mind. What kind of moment do you want to create? Luxurious? Playful? Eco-conscious?
Use consistent branding. Fonts, colors, tone of voice, and even the inside flaps should feel on-brand.
Add thoughtful touches. A printed thank-you. A QR code. A little bit of unexpected joy.
Consider packaging inserts. These are low-cost opportunities to build a connection (and upsell!).
Test with customers. What do they remember about the packaging? What stands out?
Pro Tip: In a world of unboxings and social shares, your packaging might be your best marketing channel.
9. Not Planning for Scale (aka the “This Worked at 1,000 Units, Not So Much at 100,000” Headache)
The Pitfall:
You design your packaging like you’ll only ever ship a few hundred units a month. But then you blow up on social media, orders triple overnight… and your process breaks.
Scaling exposes every flaw in your procurement system.
How to Avoid It:
Design for automation. Boxes that are easy to assemble, fill, and close scale more smoothly.
Work with scalable suppliers. Can your packaging partner keep up as you grow? Ask about production capacity.
Forecast in tiers. Plan for low, medium, and high-volume scenarios, so you’re not caught flat-footed.
Create SOPs (Standard Operating Procedures). If your fulfillment team needs a 15-minute training session to fold your box, rethink the design.
Pro Tip: “What works now” isn’t always “what works later.” Plan for growth before you need it.
Final Thoughts: Packaging Procurement Doesn’t Have to Be a Headache
Yes, procurement involves spreadsheets, timelines, and more acronyms than you'd care to learn (MOQ, FOB, DIM, anyone?). But when done right, it’s a strategic powerhouse that saves money, delights customers, and drives brand loyalty.
Avoiding the common pitfalls comes down to three things:
Clarity. Know what you want and communicate it.
Partnership. Work with suppliers who get your goals.
Foresight. Think beyond the next delivery to the long-term impact.
The next time you’re sourcing boxes, bags, labels, or anything else that holds your product and your promise, keep these lessons in mind.
Also, remember that you are not alone in procuring the best packaging for your brand. If you need help in procuring packaging that meets your brand’s needs, we have a team of experienced professionals in design and procurement who are ready to help!
