Use the free planning worksheet
Download the editable CSV worksheet above and open it in your spreadsheet application. It contains blank project rows with the fields used in this resource. Fill in confirmed information, leave unresolved decisions marked for review, and keep the completed worksheet with your project brief. The examples below explain the checks to make before you request pricing.
A consistent RFQ can still contain different furniture for different footprints. The California public-space package distinguishes a compact lobby from a larger lounge while keeping the design direction coordinated.
Start with a defined purchasing package
An RFQ, or request for quotation, asks a supplier to price a defined package. Before sending it, separate confirmed decisions from open questions. A supplier can price an alternate, but an alternate should not silently replace your requested construction, finish or delivery scope.
Use the furniture schedule builder to establish quantities, then add specification references. Label the request with a project name, revision number, issue date and response deadline. Assign one person to consolidate answers so suppliers receive the same clarifications.
Copy this project brief into your request
| RFQ field | Information to provide |
|---|---|
| Property and location | Project name, delivery address and contact |
| Scope | Opening, full replacement or named room phases |
| Room mix | Counts by room type, with exceptions listed |
| Required timing | On-site window and rooms ready for installation |
| Documents | Item schedule, drawings, finishes and revision dates |
| Supplier response | Itemized pricing, exclusions, alternatives and validity date |
State whether the delivery date is fixed or a planning target. Ask suppliers to distinguish manufacturing time from transit and installation time, and to identify which approvals or payments start their schedule.
Define quote lines that can be checked
Illustrative scope only: a project with 20 king rooms and 10 double-queen rooms might request 20 king headboards and 20 queen headboards. If the double rooms use one combined bed-wall assembly instead, the correct purchase quantity may be 10 assemblies. State the unit explicitly rather than relying on the word headboard.
For each line include an item code, description, quantity, unit, dimensions, finish reference and drawing revision. Ask the supplier to return the same item codes with unit prices and extended totals. Put spare pieces on separate lines so they cannot be confused with installed quantities.
Separate furniture price from project services
| Cost or service | Ask the supplier to confirm |
|---|---|
| Furniture | Exact specification and price basis |
| Freight | Destination, shipment assumptions and unloading |
| Storage | Whether included and what starts additional charges |
| Installation | Assembly, placement, mounting and room sign-off |
| Existing furniture | Removal, disposal or reuse excluded or included |
| Other charges | Taxes, duties, packaging and access-related costs |
A delivered price and an installed price answer different questions. Record missing scope before comparing totals. Do not treat an empty field as a zero-cost inclusion.
Ask for evidence before selecting an offer
- Request product drawings and a finish or upholstery sample process.
- Identify who approves dimensions and what happens after approval changes.
- Ask for written warranty terms and the replacement-parts process.
- Confirm packaging labels support your room-by-room receiving plan.
- Require alternatives to show every departure from the requested item.
For a branded property, check the actual project approval route before ordering. Hilton, for example, states that products require approval before installation on its supplier directory. Supplier availability alone is not your project approval.
Compare responses using a decision log
Create one column per supplier and one row per requested item or service. Record quoted, excluded, allowance or unanswered for each cell. Return unclear answers for clarification before making a selection. Keep the original quote alongside the clarified revision; a verbal promise should not overwrite the written scope.
Use a separate decision note for fit, appearance, timing, service scope and unresolved risks. A lower furniture subtotal may still need additional freight, handling or installation. Your comparison should show the complete known scope and visibly separate costs that remain unquoted.
Turn the worksheet into a project inquiry
Send your location, room mix, furniture categories, target date and available specifications through the project inquiry form. If the list is unfinished, say which decisions remain open. An accurate partial brief is more useful than a polished list with guessed dimensions.
Keep the worksheet as a purchasing aid, not a substitute for the final supplier agreement. Confirm the accepted specification, price, schedule, payment terms and responsibility for each service in the documents used to place the order.
Common questions
Can I request quotes before every finish is selected?
Yes. Mark undecided finishes and ask the supplier to identify assumptions, allowances and the effect of later selections. Treat that response as provisional rather than a final like-for-like quote.
Should every supplier receive the same RFQ?
Use the same revision and share material clarifications with every participating supplier. Request any supplier-proposed alternatives separately so the original scope remains comparable.
Ready to work through your hotel furniture requirements?
Bring your room mix, furniture schedule and outstanding specification questions. Tell us whether you are planning quantities or preparing a defined package for pricing.
Discuss your furniture schedule