A hotel furniture RFQ should let every supplier price the same scope. A short email with photos may start a conversation, but it rarely produces comparable prices, lead times or quality assumptions. This template identifies the information that turns an early enquiry into a decision-ready procurement brief.
Start with an item schedule
List each item by code, room or public area, quantity and target dimensions. Separate guest-room, lobby, restaurant and outdoor items so that materials and performance requirements are not lost in a combined total.
Define visible and hidden materials
For every item, identify upholstery, foam, wood, veneer, metal, hardware and finish references. Where the exact material is still open, state the acceptable performance or price range rather than leaving the decision implicit.
State delivery and commercial assumptions
Name the delivery destination, Incoterm, target loading period, container preference, packing marks and documents required. Ask suppliers to state exclusions, lead-time assumptions and validity of the quotation.
Project Checklist
- Project name, destination and required delivery window
- Item code, room or area, quantity and dimensions
- Drawings, reference images and current revision number
- Frame, upholstery, finish and hardware requirements
- Sample and approval milestones
- Required testing or destination-market documents
- Inspection points and defect reporting method
- Packing method, carton marks and loading constraints
- Incoterm, port or final destination and shipping responsibilities
- Warranty, spare-parts and replacement-order expectations
- Quotation currency, payment milestones and quotation validity
- Named buyer contact and decision deadline
Frequently Asked Questions
Can a supplier quote from a mood board?
A mood board can communicate design direction, but it should be paired with quantities, dimensions and performance requirements. Suppliers should clearly mark all assumptions in their quotation.
When should the RFQ be frozen?
Freeze the RFQ before final commercial comparison. Later changes to materials, dimensions, quantities or shipping terms should be recorded as revisions so prices remain comparable.
Experience and Verification Note
This planning guide is intended for hotel owners, procurement teams and designers preparing a commercial furniture project. Requirements vary by product, destination and contract. Confirm final drawings, test scope, material approvals, quantities, delivery terms and local compliance requirements in the project documentation before release to production. Review Baotian project case studies, the quality-control process and packing and container-loading guidance when building your project file.
For a specification review, send Baotian your room list, drawings, quantities, destination and target schedule.