Why Clear Information Matters
A useful quotation begins with shared context. Missing information can create product misunderstandings, repeated questions, unsuitable samples and quotations that are difficult to compare. A simple, honest brief keeps the conversation productive.
- Product misunderstandings
- Repeated specification questions
- Difficult quotation comparisons
- Unsuitable samples
- Longer project communication
Prepare the Property Information
- Property type
- Number of rooms
- Room categories
- Project type
- New opening, renovation or replenishment
- Delivery destination
- Target timeline
Define the Product Requirements
For each item, provide the information already available. Unknown details can become part of the recommendation process.
- Product name
- Intended use
- Required size
- Material
- Color
- Construction
- Estimated quantity
- Presentation requirements
Clarify Quantity Information
Separate quantity per room from the total room count and total product quantity. Opening stock, backup requirements and repeat supply expectations should be identified as distinct planning inputs.
Confirm Presentation and Packaging Requirements
Packaging and presentation needs may vary by product and project. State where individual packaging, labels, carton requirements or unbranded and customized options are relevant without assuming availability for every item.
- Individual packaging
- Product combinations
- Label information
- Carton requirements
- Project presentation
- Unbranded or customized requirements where applicable
Explain Sampling Requirements
- Products requiring samples
- Details that need evaluation
- Sample delivery destination
- Confirmation deadline
- Approved reference requirements
Provide Delivery Information
- Destination country
- Destination region or port where relevant
- Target delivery date
- Opening or renovation schedule
- Preferred delivery arrangement where known
Simple Hotel Supply RFQ Checklist
Property Type:
Number of Rooms:
Room Categories:
Project Type:
Required Products:
Product Specifications:
Estimated Quantities:
Sample Requirements:
Packaging Requirements:
Delivery Destination:
Required Timeline:
Additional Requirements:
