Give every printer the same specification
To request a newspaper printing quote, give each printer the same specification: file dimensions, page count, quantity, intended finish, and arrival date. Ask whether the file can be accepted without changes. A quote for a different format is not a useful comparison, even when its total looks attractive. Keep the specifications beside each response so you can spot substitutions before choosing.
Read the dimensions from your document instead of assuming a standard paper size will fit. State that the project contains twelve reading pages. Ask whether covers count within that total and whether the printer wants individual pages or imposed printing spreads. Requirements belong to the selected service; Newspaper Club’s artwork guidelines illustrate how formats can have different page requirements.
A quote request you can copy
Use this request as a blank worksheet, not as an actual quote. Replace the bracketed fields before sending it. If needed, attach a representative page with private details removed, then ask how to submit the complete file. An editable design link is not necessary just to discuss pricing. Tell the printer when you expect to have the final PDF ready.
“Hello, I would like to print a twelve-page gift newspaper. The document measures [verified dimensions], in [orientation]. I need [quantity] copies delivered to [destination] before [date]. Can you confirm whether you accept this format, which page order you require, and your PDF specifications? Please itemize printing, finishing, proofing, shipping, and taxes, and explain the timing after the final file is approved.”
Clarify paper, proofing, and timing
“Standard paper” leaves too much unspecified. Ask for the stock name, finish, and options offered for this format. If you are unsure, request samples or a proof and check availability and charges. Your preferred paper still needs to work with the proposed production method. Get the chosen stock written into the quote rather than relying on a phone conversation.
Separate the PDF submission date, proof approval, dispatch, and requested arrival date. Ask what starts production and how a correction changes the schedule. An event date in your request states a need; it is not a delivery promise from the printer. Check whether the delivery destination, shipping method, and any handoff arrangements are included in the response.
Compare line items, not just totals
Make one column per quote and one row per specification. Write “not specified” when an answer is missing; an omitted proof is not a free proof. If quantities, dimensions, or stocks differ, request revised quotes against the same brief before deciding. Keep each written response attached to its column, including any follow-up that changes the scope.
Fictional example: one quote includes a physical proof, while another mentions only a PDF check. You do not need invented prices to see that the services differ. Ask the second printer about proof charges and conditions, then compare both offers with the same option. If a printer cannot provide it, record that limitation instead of treating the options as equivalent.
- Accepted dimensions and twelve pages; matching quantity.
- Named paper and finish; defined proof option.
- Total, taxes, and shipping stated; timing confirmed.
Confirm the written offer before ordering
Read the written offer against your original specification and resolve differences before ordering. Keep the filename covered by your approval. The 22routes printing checklist covers the broader preparation process; this quote worksheet helps turn those decisions into a specific request. Recheck the quote if the quantity, paper, or destination changes after approval.
For an English layout, view the 22routes The 80th birthday newspaper, a twelve-page digital Canva template. Check its actual preview and editable age and occasion labels first; consider changing them only if the design fits your intended project. Printing is arranged separately.
Frequently asked questions
01Can I request a quote before finishing the stories?
Yes, if you know the dimensions, twelve-page count, and intended quantity. Explain that the content is unfinished. Ask which changes would affect the quote, and do not describe a sample page as the approved final file.
02Which date should I give the printer?
Give the requested arrival date and when you expect to submit the PDF. Ask for the printer’s schedule, including proofing and corrections. A dispatch date and a confirmed arrival date are different commitments.
Have another newspaper in mind?
Suggest the title. We’ll email you if a template becomes available.
