How to change packaging supplier without disrupting supply

Businesses often stay with an unreliable packaging supplier because changing feels risky.

If a box is used every day on a production or packing line, even a small problem can stop orders leaving the building. However, a supplier change does not need to cause disruption if the specification, samples and stock transition are managed properly.

Understand why you want to move

Start by identifying the problems you want the new supplier to solve. These might include:

• Unreliable deliveries
• Slow quotations
• Inconsistent quality
• Limited manufacturing capability
• Poor communication
• High minimum quantities
• Lack of stockholding
• Several suppliers handling different components

This helps separate the parts of the existing arrangement that work from those that need improving.

Gather the current specification

A box size alone is not a complete packaging specification. Where possible, collect:

• Internal dimensions
• Board grade
• Box style or FEFCO code
• Product weight
• Artwork files and colour references
• Current usage
• Pallet quantities
• Packing and delivery requirements
• Existing drawings and revision numbers

Providing a physical sample of the current box and the product it protects is often the easiest starting point.

Check tooling and artwork ownership

Do not assume an existing cutting forme or printing plate can automatically move to another manufacturer.

Confirm who owns the tooling and whether it is compatible with the new supplier's equipment. Original artwork files should also be obtained rather than recreated from a photograph or finished box.

In some cases, tooling-free production may remove the need to transfer or replace a cutting forme.

Approve a physical sample

The proposed packaging should be tested with the real product before the first full order.

Check the fit, assembly method, sealing, pallet pattern and performance during handling. If the packaging runs through machinery or is used on a production line, trial it under normal working conditions.

Any approval should relate to a confirmed drawing, board specification and artwork version.

Plan the stock transition

Review current stock, outstanding orders and expected usage before choosing a changeover date.

The aim is to use the remaining packaging without creating a gap between suppliers. Holding a small contingency quantity during the transition can provide additional protection.

If the new supplier will hold stock, agree the quantity, call-off schedule and responsibility for monitoring usage. Read more in our guide to stock holding and call-off.

Use the opportunity to review the pack

Changing supplier does not mean the old packaging must be copied without question.

It can be a good opportunity to correct an unsuitable board grade, reduce unused space, simplify assembly or bring several components together.

Barton Jones Packaging offers a free packaging review, physical samples and costed alternatives before you commit to moving supply.

We manufacture, stock, assemble and deliver packaging from our Letchworth operation, giving customers one accountable supplier from the initial review through to regular deliveries.