Hotel Furniture RFQ Brief

A hotel furniture request for quotation (RFQ) starts with a clear description of what needs to be priced. You do not need every finish or dimension settled before the first discussion. You do need one current brief that separates confirmed requirements from open decisions, so each supplier reviews the same scope.

Start with the project context

Put the following information at the top of the brief. If a detail is not yet known, mark it as open and name the person or team who will decide it.

• Property and location: hotel, resort, serviced apartment or another guest-facing venue; project country and delivery destination.
• Project stage: new build, renovation, replacement or phased rollout. For an operating property, identify areas that must remain in use.
• Scope: guest-room types, public areas and any dining, meeting or outdoor zones under review. State which zones are outside this request.
• Quantity basis: number of rooms or units by type, the number of shared spaces and any known furniture quantities. State whether counts are measured, estimated or still to be confirmed.
• Design direction: current drawings, brand standards, reference images, material preferences and samples already approved.
• Timing and responsibilities: the target project milestone and the parties expected to handle site measurement, receiving, installation and local approvals. A target date is a planning input, not a supplier delivery commitment.

Build one room-and-area furniture schedule

Give each item an identifier and connect it to a room type or zone. For repeated guest rooms, show both the quantity per room and the number of rooms; for shared spaces, show the planned quantity for that zone. This makes later changes traceable and prevents a room count from being mistaken for a furniture count.

For each item, add the information you have about overall dimensions, material and finish, hardware or equipment interfaces, intended use, and the relevant drawing or approved sample. Flag requirements such as frequent cleaning, moisture exposure or local safety review as questions to be verified for the project. Do not treat a reference image as an approved specification.

Keep documents and decisions on one revision

• Give the brief and furniture schedule a revision date. List the matching drawing, finish schedule and sample versions.
• Label each attachment with the property, room or zone, and item code. Share only images or files you are entitled to provide.
• Mark each requirement confirmed, provisional or unknown. For provisional items, state the assumption to be quoted and who can approve a change.
• Keep alternatives separate. If two materials or layouts are being considered, ask for them to be identified as options rather than silently combined into one price.

State the supply and handoff questions

A quotation is easier to interpret when the responsibility boundary is visible. Ask each prospective supplier to identify which requested items it can supply or coordinate, which information it needs before pricing, and where its responsibility ends. Record who will approve drawings and samples, who will inspect the goods, how items should be labeled or packed by room or phase, and who will receive, measure, install and check them on site. List any required tests or documents with the applicable project requirement and responsible party; do not assume a general claim answers a project-specific requirement.

Use the brief for the first review

Send the latest revision, the room-and-area schedule and the available drawings together. Highlight the decisions that could change quantities, materials, timing or responsibility. The first useful response should identify the scope that can be reviewed, missing inputs and assumptions that need agreement before a project-specific quotation is finalized.

For a GEORGE Contract project discussion, this brief provides a starting point. Available products, services, response steps and commercial terms must be confirmed for the actual project.