A hotel furniture RFQ should give the supplier enough information to understand the project scope, compare specifications and identify questions before pricing. A clear request is useful for hotel owners, developers, designers, contractors and FF&E procurement teams.

1. Identify the project and areas

Start with the project type and the areas included in the package. State whether it is a new hotel, renovation, resort, serviced apartment or restaurant project, and separate guest rooms, suites, lobbies, restaurants, lounges, terraces and poolside areas where relevant.

2. Prepare a product schedule

List each required item with an understandable name or reference number. For a multi-room project, show the quantity by room type or area as well as the total quantity. A product schedule can include:

• Item name and reference image
• Room type or project area
• Quantity and required accessories
• Dimensions, tolerances and installation notes
• Material, color, finish, fabric and hardware requirements

3. Attach drawings and finish information

Drawings, dimensions, reference images and finish boards help the supplier understand the design intent. If the project requires a particular stone, timber, metal, upholstery, coating or hardware, identify the required standard and note whether an alternative is acceptable.

4. Explain sample and mock-up requirements

State whether the project needs a finish sample, product sample or mock-up room. Record which dimensions, materials, colors, stitching, hardware and surface details must be approved before production. This makes later changes easier to track.

5. Give delivery and schedule information

Include the delivery country, destination port or address, target delivery date and planned opening date. If the package will be delivered in phases, show the required sequence. The supplier can then review production, inspection, packing and shipping requirements against the project schedule.

6. Ask for a comparable quotation

Ask the supplier to identify the quoted material and finish, quantity, packing method, lead time, sample timing, payment terms and delivery terms. If a product cannot be quoted exactly as specified, request that the alternative is clearly identified rather than mixed into the main quotation.

Hotel furniture RFQ checklist

1. Company name and country or region;
2. Project type and project areas;
3. Product schedule and quantities;
4. Drawings, dimensions or reference images;
5. Materials, finishes, fabrics and hardware;
6. Sample or mock-up requirements;
7. Destination and target delivery date;
8. Technical questions, packaging requirements and requested quotation format.

Send a hotel furniture RFQ for review

Hotel Furniture BOQ: What to Include

A BOQ, bill of quantities or FF&E schedule helps a supplier price the same scope that the project team is reviewing. For each item, include the room or area, item code, dimensions, material and finish, quantity, reference drawing or image, packing requirement and delivery phase. If the schedule is not final, label estimated quantities and identify the items that may change.

• Room or area and item code
• Dimensions, construction, material, upholstery and finish
• Quantity by room type, building or phase
• Drawings, reference images, sample requirements and approval status
• Target delivery date, destination, packaging and installation responsibility

Three Questions Buyers Should Answer Before an RFQ

Can I request a quote without final drawings?

Yes, for a preliminary budget. Send the available schedule, reference images, approximate dimensions and estimated quantities, then identify what remains to be confirmed.

Should quantities be separated by room or area?

Yes. Separating guestrooms, suites, lobby, restaurant and outdoor areas makes substitutions, phased delivery and quantity changes easier to review.

What makes a quotation useful for project comparison?

Ask suppliers to identify included materials, finishes, hardware, packaging, delivery terms, sample or mock-up costs, lead time assumptions and exclusions. This makes competing quotations easier to compare.

Golden Sea supplies indoor, outdoor and custom furniture for hotel, resort, apartment and restaurant projects. Send the product list, drawings, quantities, finish requirements and delivery information through the hotel furniture project inquiry page. You can also review the hotel FF&E supplier page and the guestroom casegoods guide before preparing the request.

For projects that include stone statement pieces or coordinated lobby, restaurant and guestroom furniture, you can also review the custom marble hotel furniture collection.

For a consistent supplier review before comparing quotations, use the hotel furniture supplier factory audit checklist.