A hotel furniture request for quotation (RFQ) is more than a price request. It is the shared technical brief that lets a buyer compare suppliers on the same scope. When drawings, quantities, finishes and delivery assumptions are incomplete, two quotations may look comparable while covering very different products, packing methods or inspection responsibilities.
This checklist reflects the information an OEM furniture supplier needs to assess a project responsibly. It is written for procurement teams, designers and hotel owners preparing a first supplier enquiry.
Start with the project and commercial scope
State the project location, property type, room count or public-area scope, required delivery date and intended installation sequence. A supplier also needs to know whether the request is for a budget estimate, a sample stage or a purchase-ready production quotation. This changes the level of engineering, sourcing and packing detail required.
- Project name or confidential project reference
- Destination country, port or delivery address
- Required delivery window and whether phased delivery is needed
- Incoterm, if already decided
- Quantity by item, including spare-unit allowance if required
Provide an item schedule that can be priced
For every item, include an item code, dimensions, drawing or reference image, quantity and room or area location. For upholstered items, identify whether a sofa bed, loose cushion, mattress, headboard or bench has special functional requirements. For casegoods, identify cable management, wall fixing, adjustable feet and stone, metal or glass interfaces.
A good schedule separates “to be confirmed” items from approved specifications. That transparency prevents a supplier from silently assuming a low-cost or unsuitable alternative.
Define materials, finishes and performance requirements
Attach finish boards, fabric codes, wood stain references and approved hardware brands where available. If an exact finish is not yet chosen, describe the visual direction and expected use conditions instead. For example, a lobby chair may need a cleanable contract upholstery, while a guest-room desk may need a scratch-resistant top and a specified edge treatment.
| Area | Useful information |
|---|---|
| Upholstery | Fabric code, composition, colour, cleaning requirement, fire-performance scope and rub-test requirement where applicable |
| Timber and veneer | Species or appearance reference, stain, sheen, grain direction and sample approval method |
| Metal | Grade, colour, coating or plating reference, indoor/outdoor exposure and corrosion expectation |
| Mattress | Size, construction brief, comfort target, ticking, fire-performance and hygiene documentation requirements |
Make testing and documentation explicit
Do not rely on the phrase “hotel standard.” Identify the destination-market requirements, which component or completed product is in scope, and whether documents must be supplied before production, before shipment or with the container documents. Fire performance, chemical restrictions and product safety requirements vary by market and product construction. Final compliance must be reviewed against the approved production specification and applicable test or documentation scope.
Agree the quality and packing pathway
State who approves samples, what constitutes a production reference sample, and how inspections will be handled. A practical plan normally covers pre-production approval, in-process checks, final quantity and appearance checks, packing verification and container-loading records. Review our furniture quality-control process and packing and container-loading guidance when setting this scope.
Editorial note
This guide is based on the project information commonly reviewed in Baotian’s OEM/ODM furniture workflow. It is an operational checklist, not legal or certification advice. Ask the buyer’s appointed consultant or testing body to confirm market-specific requirements before releasing production.
Need a quotation review? Send your item schedule, references, quantity sheet, destination and delivery target through our project enquiry form.