Custom Dry-Erase Boards: How to Turn an RFQ into an Approved Sample

A drawing can show what a custom dry-erase board should look like, but it rarely explains everything a supplier needs to reproduce it. Rounded corners, printed artwork and a stated thickness can still leave important questions open. Before approving production, turn those details into a specification that both the buyer and supplier can check against the same physical sample.

This checklist focuses on the handover from quotation to sample approval. Use it alongside your layout and packaging brief, then agree on any measurements and acceptance criteria before testing begins.

1. Freeze the drawing revision and finished dimensions

Give the project one reference number and place a revision date on the artwork and dimensioned drawing. Record the finished width and height in millimetres, orientation, and any holes or cut-outs. Specify the corner radius rather than relying on “rounded corners” alone. If a particular outline matters, provide the cutting path and ask the supplier to identify any changes required for production.

Agree on dimensional tolerances and where measurements will be taken. Mark whether dimensions refer to the finished board, writable area or printed border. A sample that fits the drawing should also fit its intended packaging and installation space.

2. Separate substrate thickness from total thickness

Ask the supplier to identify the proposed construction layer by layer. Record the writing surface, printed layer, substrate and backing, where applicable. If a quotation gives one thickness figure, clarify whether it means the base material alone or the complete finished product. State whether a removable protective film or release liner is included in that measurement.

Agree on a measurement method suited to the material. For flexible constructions, record the measurement locations and avoid comparing results taken under different compression conditions. Keep the supplier's proposed structure with the approved sample record. A similar appearance does not establish that two samples have the same construction.

Also clarify how the board will be used: hand-held, mechanically mounted, magnetically attached, or applied with another backing system. If magnetic attachment is required, identify the actual receiving surface and check the sample on it.

3. Approve permanent print separately from writing performance

Review the printed sample at its finished size. Check the artwork revision, spelling, line width, logo position and distance between print and cut edge. Use the agreed colour reference for review, and record any accepted deviations.

Mark which areas must be writable and which features must remain permanent. Include representative printed and unprinted areas in the sample check. A good visual print inspection is only one part of approval; the writing surface needs its own recorded test.

4. Make the ghosting check repeatable

Replace a broad request such as “easy to erase” with an agreed sample-check procedure. Record:

• The marker brand, model and colours used

• The writing locations on the sample

• The time between writing and erasing

• The eraser or cloth and the number of passes used

• Whether the check is dry-only or permits a specified cleaner

• The lighting and viewing conditions for judging residue

• The number of writing-and-erasing cycles to be reviewed

Choose dwell times that reflect the intended use, and agree on them with the supplier before sampling. Photograph the board before writing, after erasing and after any permitted cleaning step. Keep the comparison images together. Record visible residual marks, changes to the permanent print, scratches and any surface changes separately.

The buyer and supplier should agree on the acceptance standard. A short demonstration or a single clean area should not substitute for the agreed test across the sample.

5. Review a packed sample, not just a loose board

Request the proposed individual pack and transport packing with the sample. Inspect whether the surface can rub against accessories or another board, whether the corners are supported, and whether the pack permits bending or curling. Confirm the pack dimensions and quantity per carton against the agreed brief.

If transport testing is required, define the method and acceptance criteria for the planned shipping route. After the agreed check, inspect the board again for flatness, corner damage, surface marks and writing performance. Record any packaging changes before approving the final version.

6. Keep one clear approval record

Attach the final drawing, artwork revision, confirmed layer structure, test record, packaging details and sample photographs to the approval. Identify the physical reference sample and record any open points. Changes to the surface, backing, thickness, print or packaging should be reviewed against that record before being accepted for production.

What to include in your RFQ

Send the intended use, finished dimensions, corner radius or cutting path, artwork, proposed construction, quantity by design, packaging needs, destination market and requested schedule. If a material or thickness is undecided, label it as an open point and request a proposal. Ask the quotation to state its assumptions so sample approval can resolve them explicitly.

For a custom dry-erase board enquiry, share the drawing and specification with Boosin Printing through the contact page. Material options, quantities, pricing and timing need to be confirmed for the specific project.

For product formats, review our magnetic whiteboard product page. For layout and accessory decisions, see the magnetic planner board guide.