Your first interaction with a new injection molding client sets the tone for the entire project—botched onboarding causes scope creep, missed deadlines, and margin erosion. A structured onboarding process with clear documentation prevents misalignment and builds trust before a single tool gets made. Here's how to systematize it so you win more repeatable business.
Why Onboarding Matters in Injection Molding
Unlike service businesses, injection molding projects involve physical prototyping, tooling costs ($5,000–$50,000+ depending on complexity), and lead times of 8–16 weeks from design finalization to first production run. A client who doesn't understand the process or hasn't committed to specifications creates friction at every gate. Proper onboarding filters tire-kickers, documents expectations in writing, and positions you as the expert guide rather than just a vendor.
Step 1: Pre-Sale Discovery and Requirements Capture
Before quoting, dedicate 30–45 minutes to a structured discovery call. Ask:
- What's the end-use application and required production volume (prototype batch vs. 100K+ annual units)?
- What material specs matter (ABS, polycarbonate, nylon, commodity resin)?
- Are there tight tolerances, insert molding, color matching, or post-mold operations required?
- What's their target unit cost and timeline?
- Do they have CAD files or just a concept sketch?
Document answers in a discovery form you send via email afterward. This creates a paper trail and gives clients a chance to correct misunderstandings before you've sunk engineering hours.
Step 2: Design for Manufacturability (DFM) Review
Create a formal DFM checklist document your team completes before quoting:
- Wall thickness consistency (typically 1.5–4mm for most plastics)
- Gate location and potential cosmetic impact
- Undercuts, draft angles, and whether side-action cores are needed
- Shrinkage assumptions for the selected resin
- Tooling life expectations at their projected volume
Send this checklist to the client with your quote, annotated with any design changes you recommend. Frame it as value-add engineering, not roadblocks. Clients appreciate transparency here.
Step 3: Quote and Terms Document
Your quote should include:
- Tooling cost (one-time NRE, typically $8,000–$35,000 for mid-volume work)
- Per-unit production cost at their specified volume (25–500 units: one range; 1,000–10,000: another; 50,000+: a third)
- Lead time broken into tooling phase (6–10 weeks typical) and production phase (2–4 weeks)
- Payment terms (50% deposit on tool, 50% on delivery is standard; some clients want 25/50/25 gates)
- Tooling ownership clarification (you own it, they own it, or shared ownership with buyout option)
- Revision policy (specify how many design iterations are included; additional revisions at $X/hour)
A one-page, itemized quote beats vague emails. Clients are more likely to sign and move forward when numbers are transparent.
Step 4: Onboarding Packet and NDA
Once a quote is accepted, send a packet within 2 days that includes:
- A signed Non-Disclosure Agreement (protects both parties)
- A project timeline Gantt chart or simple milestone table (DFM sign-off → tooling release → tool trial → sample approval → production)
- A materials compliance document (FDA food-contact, UL ratings, RoHS, etc., if applicable)
- Contact list: who to reach for design questions, tooling updates, and production logistics
- Invoice and payment schedule
- A "next steps" email summarizing what you need from them (signed NDA, CAD file format, final material choice)
Step 5: Kick-Off Call and Tool Design Approval
Schedule a 30-minute kick-off call within one week. Review the project timeline, assign your point person, confirm material selection, and discuss sample approval criteria (visual inspection, fit/function testing, dimensional checks). Have them sign off on the tool design—2D or 3D drawings—before steel gets cut. This prevents $10K+ rework.
Staying Connected Through Production
After tool sign-off, send progress updates at 30%, 60%, and 90% completion of the tooling phase. For production runs over 10,000 units, a mid-run check-in call prevents surprises at delivery. Clients who feel informed rarely dispute invoices or leave negative reviews.
Frequently Asked Questions
Q: How much should I charge for DFM analysis if a client doesn't move forward? A: Charge $500–$1,500 depending on complexity; waive it if they place an order within 90 days.
Q: What payment split works best for tooling projects? A: 50/50 (deposit/balance) is standard, but 25/50/25 (deposit/mid-tool/delivery) reduces your cash flow risk on expensive tools.
Q: Should I let clients own the tooling? A: Only if they're a $500K+ annual volume customer; otherwise, you own it and license it to them, protecting your margin on repeat orders.
Streamline your onboarding process today—list your services on Mercoly to attract pre-qualified clients who are actively looking for molders and already understand the value of structured partnerships.