Establishing secure connection…Loading editor…Preparing document…

Custom Subway Card Quote Request

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

CUSTOM SUBWAY® CARD QUOTE REQUEST

E-mail this form to subwayecardorders@ipcoop.com

*Please separate quantities by load amount. No load orders will have special creative requirements, please describe the activation method in the distribution plan below.

Load and payment currency:

Cards needed by:

Expedited production processing requested:

* Valid for 100 – 999 cards, see Pricing/Timing Grid for cost variance.

Creative assistance requested to layout the custom card:

* See CUSTOM SUBWAY® Card Art Guidelines to determine if you will need creative assistance.

Name:

State/Province:

Company Name:

Zip/Postal Code:

Address:

Phone:

City:

E-Mail:

Number of custom cards needed:
Dollar amount to be loaded on each card*:

*Please separate quantities by load amount. No load orders will have special creative requirements, please describe the activation method in the distribution plan below.

CUSTOMIZED SUBWAY® CARD ORDER FORM

ONCE YOU HAVE SUBMITTED YOUR ORDER YOU CAN EXPECT THE FOLLOWING NEXT STEPS:

1. Once your order and payment has been received and processed, you will receive an order acknowledgement e-mail from subwaycards@cardfulfillment.com requesting your artwork (typically within 24-48 business hours).

DO NOT SEND ARTWORK WHEN YOU PLACE YOUR ORDER.

This acknowledgement e-mail will contain specifications and instructions for submitting artwork. For advance information on art & brand requirements see the CUSTOM SUBWAY® Card Art Guidelines & the CUSTOM SUBWAY® Card Brand Guidelines found under the corporate section of www.mysubwaycard.com.

Note: Please ensure your mail server recognizes subwaycards@cardfulfillment.com so that it doesn’t end up in a junk mail folder.

2. Once your artwork has been submitted, you will receive a PDF proof from subwaycards@cardfulfillment.com. If the proof matches the artwork provided or the guidance provided for art assistance work, you will need to sign and email the proof back to subwaycards@cardfulfillment.com. It is at this time the card production will begin and the turn time commitments will commence.

Note: If you require artwork changes due to your changes in need, additional art fees may apply and the project may be held up pending payment revisions.

3. Once production is complete you will receive shipment notification via e-mail from subwaycards@cardfulfillment.com. Your cards will be sent inactive as a safeguard against unauthorized use in the event the cards are lost or stolen. You will be required to submit an activation request form (included in the card shipment) to VPS to confirm delivery of the order and to activate cards. Follow the instructions on the packing slip to activate cards. Please note that card activation takes 24-48 hours from receipt of your activation form.

ART FILE SUBMISSION REQUIREMENTS

Files on the following types of media:

CD-ROM, DVD, ZIP 100MB; 250MB disks, E-mail (under 5MB), FTP - (Please call for this option)

The following applications are fully supported in PC format:

.pgn, .tif, .gif, .jpg

Fonts: Outlined and/or layers flattened

Resolution: 300 dpi at 100% size

Safety Zone: Allow for a 0.125” inch minimum area between copy and edge of card on ALL 4 SIDES (bleed).

.125 inch bleed is required on ALL 4 sides
Template / card illustration area

Brief Explanation of art Placement:

If you would like to have your logo added to one of these templates at no charge follow this process:

• Submit logo at 300dpi or higher per specifications on page one.

• Choose Horizontal or Vertical template from above and place an X on the template showing desired logo position. Additional placement instructions can be added in the box to the right.

Note: Anything beyond adding a logo in the template (ie. text, backgrounds, logo resizing, etc.) will require engaging a graphic design services and will be subject to a $150 fee per image.

SUBWAY® CARD BRAND GUIDELINES

Color: Must be converted to CMYK (4 color process).

Card Size: CR-80 card size is 3.375”W x 2.25”H.

SUBWAY® Card Branding Requirements:

Template - Company Logo Only:

One of two of the below templates can be used to meet the SUBWAY® Card branding requirements.

Full Custom Design:

If you’d prefer to fully custom design your co-branded cards, ensure your design incorporates one of the following logos on the front of the card.

SUBWAY® CARD LEGAL & DISTRIBUTION GUIDELINES

Legal:

The following legal will be used. If client requires an exception to this copy, they must provide a file with the revised legal that must include all of the elements on the standard legal back. Please allow for 7 extra days for review and approval of legal.

For cards being distributed in US:

For cards being distributed in Canada:

Program Description

Program Timing

Distribution Plan / Where will these cards be used?

Communication Plan / Is there any communication or marketing associated with these cards?

Name:

State/Province:

Company Name:

Zip/Postal Code:

Address:

Phone:

City:

E-Mail:

Shipping Method:

Ship To:

Payment Method:

Order #

Graphic Design assistance requested to layout your custom card ($150 fee):

Internal use / notes

Signature

Date

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What the Custom Subway Card Quote Request Is

A Custom Subway Card Quote Request is a standardized form used by agencies, transit advertisers, and vendors to request pricing and production estimates for customized transit cards or card-based campaigns. It collects project specifications — including card dimensions, material, printing method, artwork files, quantity, packaging, and distribution preferences — so suppliers can prepare accurate bids. The document is a solicitation tool rather than a binding purchase order; it documents scope, timelines, and cost assumptions to compare proposals and shortlist vendors for negotiation or contracting.

Why Using a Quote Request Matters

A clear, complete quote request reduces back-and-forth, aligns expectations on specs and lead times, and improves comparability between vendor proposals.

Why Using a Quote Request Matters

Who Prepares and Receives This Request

Typical initiators include procurement teams, marketing managers, and transit authorities seeking vendor bids for custom card production.

  • Marketing teams that need uniform artwork, card finishes, and campaign tracking details included with each bid.
  • Procurement officers who require itemized costs, lead times, and vendor terms for budget and award decisions.
  • Vendor sales representatives and production managers who use the form to scope materials, tooling, and minimum runs.

Use the request to compare like-for-like quotes and to document assumptions before issuing purchase orders or contracts.

Primary Signatories for the Request

Procurement Manager

Responsible for issuing the request and evaluating bids. Ensures required approvals, budget codes, and vendor selection criteria are attached and that responses meet procurement policies.

Vendor Sales Rep

Completes the vendor response section with pricing, lead times, and production notes. Confirms material specs, minimum order quantities, and any tooling or artwork charges.

How to Complete and Send a Quote Request

Follow these sequential steps to prepare a complete request and collect comparable vendor quotes.

  • 01
    Prepare Specs: Assemble card dimensions, material, quantities and artwork requirements.
  • 02
    Attach Files: Include high-resolution artwork and mockups in accepted formats.
  • 03
    Set Deadlines: Specify response due date and required production lead time.
  • 04
    Distribute: Send to prequalified vendors and record delivery of responses.

Typical Request-to-Quote Workflow

A predictable workflow helps vendors respond faster and reduces clarification cycles.

  • Upload: Upload the completed request and attached artwork to your vendor portal or email list.
  • Notify Vendors: Provide a single submission deadline and contact for questions.
  • Receive Bids: Collect vendor responses and verify they include all required line items.
  • Compare: Evaluate quotes against specs, lead times, and total landed cost.

Configuring an Online Quote Request Workflow

Set up the digital form to collect structured, comparable data and to enable secure vendor responses.

Field Configuration
Required Fields Mark requester, quantity, specs, and deadline as required fields.
File Uploads Allow PDF, AI, and high-res images up to your size limit.
Notifications Send automatic email alerts for submissions and nearing deadlines.
Access Control Restrict form editing to procurement staff; vendor submissions should be read-only for requesters.

Technical Requirements for eSubmission and Sharing

Ensure file formats, integrations, and authentication methods are compatible with your procurement platform before sending the request.

  • Supported Formats: PDF, DOCX, AI, EPS, and high-resolution images.
  • Integrations: Works with procurement systems and cloud storage integrations.
  • Authentication: Email-based or multi-factor authentication for vendor submission tracking.

Verify the chosen platform supports required file sizes and stores attachments securely until vendor selection is complete.

eSignature Vendor Pricing Comparison for Form Distribution and Signing

Compare common vendor pricing and feature availability for eSignature and bulk distribution; signNow appears first per platform comparison conventions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial, no credit card required Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (Business Premium) Yes Yes Yes Varies by plan
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No envelope cap 100 envelopes/user/year Varies Varies Varies

Security and Compliance Considerations

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Certifications: SOC 2 Type II and ISO 27001 available
HIPAA Support: HIPAA-compliant with BAA available
Audit Trail: Detailed timestamp and IP audit records
Accessibility: WCAG 2.0 Level AA compliant
Data Privacy: GDPR and CCPA compliance measures

Risks and Consequences of Inaccurate Requests

Production Delays: Inaccurate specs can delay production and delivery
Cost Overruns: Undisclosed requirements often increase final invoice amounts
Contract Disputes: Ambiguous scope may lead to vendor disputes
Noncompliance: Missing regulatory clauses can create liability in certain industries
Invoice Rejection: Mismatched PO numbers or billing details may hold payments
Data Exposure: Unsecured file transfers risk artwork or PII exposure

Common Preparation Mistakes to Avoid

  • Providing low-resolution artwork or wrong color profiles, which causes rework and inaccurate proofs slowing the approval process.
  • Failing to specify acceptable production tolerances or minimum order quantities, resulting in provisional pricing or higher per-unit quotes.
  • Not including delivery address or customs requirements for international orders, which leads to unexpected shipping fees and delays.
  • Using vague language for special finishes or security features, prompting vendors to quote conservative options or ask for clarifications.

Practical Tips for Accurate, Efficient Requests

Follow these practical practices to reduce errors, speed vendor responses, and keep costs predictable.

Standardize Templates
Use a consistent, template-based request that collects the same data from each vendor so quotes can be compared line-by-line without interpretation differences.
Provide Print-Ready Artwork
Deliver files in industry-standard formats with bleed and color profiles to avoid proofing rounds and extra artwork fees.
Request Itemized Pricing
Ask vendors to separate tooling, per-unit production, packaging, and freight to identify cost drivers and enable apples-to-apples comparisons.
Set Firm Deadlines
Establish clear response and approval deadlines and communicate them in the request to prevent schedule creep and hold project timelines.

Typical Timelines and Response Expectations

Establish clear timelines for vendor responses, proofs, and production milestones to ensure on-time delivery.

Submission Deadline:

Specify the date and time vendor responses are due; allow sufficient lead time for competitive bids.

Vendor Response Time:

Vendors commonly respond within 3–7 business days, subject to artwork complexity and quantity.

Proof Approval:

Allow 1–3 business days for proof review; multiple rounds extend lead time.

Production Lead Time:

Production typically ranges from 5 business days to several weeks depending on volume and finishes.

Shipping and Delivery:

Include transit time and customs clearance for international shipments when calculating final delivery.

Key Project Milestones from Request to Delivery

Track milestones as discrete stages to coordinate approvals, production, and distribution.

01

Request Issued

Procurement publishes the completed request and opens vendor submission window.

02

Vendor Acknowledgement

Vendors confirm receipt and note any clarifying questions or exceptions.

03

Artwork Approval

Stakeholders approve final proofs and sign off on color and finish.

04

Production Start

Vendor schedules job into production and provides expected ship date.

Real-World Examples of Quote Request Use

These examples show how different organizations structure requests to match objectives and procurement rules.

Municipal Transit Campaign

A city marketing office issued a single comprehensive request to three vendors to solicit bids for 50,000 transit cards with NFC tags

  • Vendors were asked to break out tooling, per-unit, and freight costs
  • The standardized replies enabled a quick apples-to-apples comparison and a procurement award based on total landed cost and local production capability.

University ID Program

A university procurement team requested both student ID and vending-enabled cards in one RFQ to reduce administrative overhead

  • Artwork and FERPA constraints were specified upfront to protect student privacy
  • The selected vendor provided an itemized quote and a phased delivery plan to align with semester start dates.

Frequently Asked Questions About Quote Requests

Answers to common questions about preparing, sending, and validating Custom Subway Card Quote Requests.


Need help? Contact support

Explore Templates

Florida Mutual Wills for Married Couple Nevada Grant Bargain Sale Deed Nevada Quit Claim Deed
be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.