Ordering & logistics
Wholesale Napkin Ordering — MOQ, Payment, Lead Time & Shipping
Most napkin suppliers make you send an inquiry before they will tell you the minimum order or the payment terms. That wastes your time and theirs. This page sets out the whole commercial framework up front: what the minimum is, how payment works, what tooling costs, how long production takes, and how long the ship takes to reach your port.
Quick answer
Wholesale napkin orders start at 5,000 pieces per design, not a full container. Standard terms are 30% deposit with 70% against bill of lading copy. Production runs 10–15 days after artwork approval, plus 3–45 days ocean transit depending on your port. Samples ship in 5–7 days and are free.
No obligation · quote returned within hours during China business hours · NDA available on request
Minimum order: why ours is lower than most
Most napkin factories quote a minimum of one 40HQ container per design. That is a perfectly reasonable position for a mill optimised for full-container runs, but it locks out private-label startups, regional distributors and any buyer who wants to test a design before committing to volume.
| Order type | Minimum | Notes |
|---|---|---|
| Custom printed napkins | 5,000 pcs per design | Each print design counts separately; three designs = three minimums |
| Made-to-specification (size, ply, fold, packing) | 5,000 pcs | Applies once a non-standard specification is required |
| Stock / plain napkins | Negotiable below 5,000 | Depends on grade and whether the run can share a production slot |
| Cloth & linen napkins | 5,000 pcs per colour | Embroidery carries its own setup |
| Mixed first container | From 5,000 pcs per design | Several designs consolidated once the total reaches a shippable volume |
If you are comparing quotes, check whether the factory quoting a container minimum will let you mix designs. In practice most first orders are mixed, and a supplier who refuses is telling you their line is not set up for new programs.
Payment terms
These are the terms we quote as standard. They are normal for Chinese tissue and napkin exports, so if a supplier's terms look very different, ask why.
| Item | Standard term |
|---|---|
| Production orders | 30% T/T deposit, 70% against bill of lading copy |
| Tooling (emboss roller, print plates) | 100% before production, invoiced separately |
| Samples | Free; buyer covers courier |
| Repeat orders with existing tooling | Negotiated, commonly 20% / 80% |
| Trade terms | EXW, FOB (Ningbo / Shanghai), CIF on request |
One thing worth saying plainly
A supplier demanding 100% payment upfront on a first production run is a red flag, and so is a quoted production time far shorter than the printing and packing process physically allows. Both usually mean the number on the quote is not the number you will end up paying.
What custom tooling costs
Custom napkin work involves two separate tooling items. Understanding the difference saves awkward conversations later.
| Tooling | What it does | Charged | On repeat orders |
|---|---|---|---|
| Engraved embossing roller | Presses your logo or pattern into the napkin surface | One-off, quoted per roller | Retained at the factory, no repeat charge |
| Flexographic print plates | Each print colour needs its own plate | Per colour, per design | Stored for repeat runs |
| Embroidery setup (cloth napkins) | Digitises a logo for embroidery | One-off | No repeat charge |
| Cutting die (shaped napkins) | Cuts non-standard shapes | One-off | Retained at the factory |
Always get it in writing that tooling is retained rather than re-charged. It is worth real money across three or four repeat orders.
Lead time, broken down
"10–15 days" is the production window. Here is what actually happens inside it, so you can see where your order is and why.
| Stage | Days | Notes |
|---|---|---|
| Artwork proof | within 24 h | Digital proof returned for approval |
| Toolmaking (if custom) | 3–7 | Skipped entirely on repeat orders |
| Raw material preparation | 2–3 | Runs parallel to toolmaking |
| Forming / converting | 3–5 | Airlaid or tissue converted to specification |
| Printing, embossing, folding | 4–6 | Longer for multi-colour prints |
| Inspection, packing, palletising | 2–3 | Third-party inspection supported |
| Inland haulage and port loading | 2–3 | Includes cut-off buffer |
| Total production | 10–15 | 15–20 for complex prints |
A physical sample ships in 5–7 days after artwork approval, so you can approve the real substrate before production starts. Print registration is always checked on the physical proof, not on screen, because tissue stretches during printing.
Ocean transit from Ningbo / Shanghai to your port
Port-to-port transit only — add a few days at each end for inland haulage and customs clearance. Figures are typical planning ranges for direct and transhipment sailings; the confirmed schedule and cut-off are stated on your pro-forma invoice.
| Market | Main discharge ports | Transit |
|---|---|---|
| United States | Los Angeles / Long Beach (US West Coast) | 14-20 days |
| United States | New York / Savannah (US East Coast) | 28-35 days |
| Canada | Vancouver | 16-22 days |
| United Kingdom | Felixstowe / London Gateway | 28-36 days |
| Germany / Netherlands | Hamburg / Rotterdam | 28-36 days |
| France / Belgium | Le Havre / Antwerp | 27-34 days |
| Italy / Spain | Genoa / Barcelona | 25-32 days |
| United Arab Emirates | Jebel Ali (Dubai) | 18-25 days |
| Saudi Arabia | King Abdullah Port / Jeddah | 20-27 days |
| Japan | Tokyo / Yokohama / Osaka | 3-7 days |
| South Korea | Busan | 2-5 days |
| Australia | Sydney / Melbourne / Brisbane | 18-26 days |
| New Zealand | Auckland | 20-28 days |
| Singapore / Malaysia | Singapore / Port Klang | 7-12 days |
| Brazil | Santos | 35-45 days |
| South Africa | Durban / Cape Town | 28-38 days |
If your port is not listed, tell us the city and we will confirm the lane and the usual carrier rotation with it.
Container loading reference
Useful when you are deciding whether to consolidate several designs into one shipment or run them separately. Actual counts depend on napkin size, ply, fold and carton dimensions — we confirm the figure on the quote.
| Container | Typical capacity | Best used for |
|---|---|---|
| 20GP | Approx. 25–28 CBM usable | Dense airlaid programs where weight is the limit |
| 40GP | Approx. 55–58 CBM usable | Standard wholesale runs |
| 40HQ | Approx. 65–68 CBM usable | Lightweight tissue — volume, not weight, is the constraint |
| LCL | From 1 CBM | First orders below full container volume |
Tissue napkins are bulky relative to their weight, so most napkin programs hit the container's volume limit before they hit its weight limit. This is why carton dimensions matter as much as piece count.
What we need from you to quote
Six pieces of information let us return a usable quote on the first pass instead of a round of questions.
- Product type — tissue, airlaid or cloth; napkin, guest towel or foodservice towel.
- Specification — size, ply, GSM and fold. If you are unsure, describe the use and we will propose one.
- Print — number of colours and whether you have artwork, or need design support.
- Quantity — per design, per order, and expected annual volume.
- Packing — pieces per pack, packs per carton, private label or plain.
- Destination — discharge port and your target delivery date.
Frequently asked questions
What is the minimum order for wholesale napkins?
5,000 pieces per design for custom printed or made-to-specification napkins. That is far below the one-container minimum most napkin factories quote, so it suits private-label startups, regional distributors and first-time importers. Mixed SKUs can be consolidated into one container once you are ready to scale.
What payment terms do you use?
30% T/T deposit with 70% against the bill of lading copy is standard for production orders. Tooling such as an embossing roller or print plates is invoiced separately and paid before production starts, because the factory incurs that cost upfront. Established buyers usually move to more favourable terms from the second order.
How much does custom tooling cost?
A custom engraved embossing roller is a one-off charge and is then retained at the factory at no cost for all repeat orders. Flexographic print plates are charged per colour and stored for repeat runs. Ask for the exact figure on your quote, because it depends on roller size and number of print colours.
How long does a napkin order take?
Samples ship in 5-7 days after artwork approval. Bulk production runs 10-15 days, or 15-20 days for complex multi-colour prints. Add port-to-port transit from the table above, plus a few days for inland haulage and customs clearance at your end.
Which ports do you ship from?
Ningbo and Shanghai. Both handle direct and transhipment sailings to every major market, and both quote FCL and LCL. We confirm the sailing and cut-off at quotation stage so the date on the pro-forma invoice is the date you can plan around.
Can I mix several napkin designs in one container?
Yes. First orders are usually mixed so you can test several designs without committing a full container to each. Once a design proves itself, later containers typically move to single-SKU for warehouse efficiency.
Do you provide food-contact and compliance documents?
Yes. Food-contact declarations and low-migration ink statements are issued with each order, and material statements plus lot traceability can be arranged. Where your market needs specific test reports, tell us at enquiry stage so they can be prepared alongside production rather than after it.
What should make me suspicious of a napkin supplier?
Three things: a quoted production lead time far shorter than the material and printing process allows, a demand for 100% payment upfront on a first production run, and a refusal to specify which port the goods ship from. Any of these usually means the price is not the real price.
Get a quote and a free sample
Send the six points above and we will come back with price, MOQ, lead time and the shipping lane to your port — usually the same working day.