The single biggest driver of how fast — and how accurately — a supplier can quote a hotel textile order is how complete the original request for quotation actually is. A vague RFQ doesn’t just slow the supplier down; it forces assumptions into the quote that often surface as change requests, or price changes, later in the process.
What a complete RFQ actually needs
- Property type and star rating, so the specification tier is clear from the start
- Room count or unit quantities per product category, not just "please quote your range"
- Any existing specifications you’re matching or replacing — GSM, thread count, size, color
- Required delivery country and city, and your target delivery timeline
- Whether a physical sample is needed before you can approve a bulk order
- Any branding or private-labeling requirements
Group products by category, not by guesswork
Requesting "bed linen and towels" as a single vague line item forces a supplier to quote a range instead of a price — specifying quantities by exact product, bath towels versus hand towels versus bath mats, for example, gets you a number you can actually compare against another quote.
A good RFQ process should feel collaborative, not transactional
A supplier who asks clarifying questions after receiving your RFQ, rather than returning a generic price list, is one who’s actually building a specification around your property — not just filling out a form. Our own Request a Quote form is built around exactly this structure: property details, specific products and quantities, delivery requirements and any documents you want to attach, so nothing gets lost between your first inquiry and a quotation you can act on.