Hotel FF&E RFQ Template for Southeast Asia Projects

Two quotations for the same guestroom can cover very different packages. One may include headboards and bedside units but omit mattresses, light fittings, assembly hardware or export packing. Before comparing totals, give every supplier the same room schedule, item specification and scope boundary.

This request for quotation (RFQ) outline is for hotel owners, designers and fit-out contractors planning China-sourced furniture, fixtures and equipment (FF&E) for Southeast Asia. It is a starting brief, not a priced offer, compliance certificate or final purchase specification. Replace the example fields with your project's approved requirements.

1. Describe the property and the people approving it

Start with the country, final site city, property type, project stage and room types. A refurbishment in an operating hotel needs a different receiving sequence from a new property with empty floors. Explain any access or storage constraints your local contractor has identified.

Name the owner or purchasing entity, design approver, local installer and nominated importer if appointed. Keep commercial approval separate from design approval: accepting a finish sample does not automatically approve a price change.

Use the following brief in an email or your procurement document:

Project name:
Country and final site city / island:
New build or refurbishment:
Room types and number of rooms per type:
Public areas included:
Current drawing revision and date:
Owner / purchasing entity:
Design and sample approval contact:
Local contractor / installer:
Local importer / broker, if appointed:
Budget range and currency:
Required site date and proposed shipment phases:
Quotation required by:

For Malaysia, the Philippines, Thailand, Vietnam, Indonesia, Singapore or another Southeast Asian destination, identify the actual project location rather than only writing the country name. The final site and receiving arrangements matter as well as the import port.

2. Give every item a stable code

Use one code for each distinct specification and keep it through quotation, sample review, production, inspection and packing. If the size or finish changes, issue a clearly identified revision. Do not rely on a furniture photograph as the entire specification.

Record these fields for every line item in your bill of quantities (BOQ):

• Item code, category, room type or installation zone.
• Description, drawing reference and revision.
• Dimensions, measurement unit and responsibility for final site measurements.
• Substrate, exposed finish, upholstery and hardware where applicable.
• Quantity per room, number of rooms and total ordered quantity.
• Separate spare or replacement quantity, if requested by the owner.
• Included accessories, assembly requirements and explicitly excluded components.
• Applicable project standards and evidence requested by the local design team.
• Sample or mock-up approval requirement.
• Packing, carton label and shipment phase.

For a repeated room type, calculate quantities per room before multiplying by the number of rooms. Add public-area items and spares as separate lines. An unapproved spare allowance should not be hidden inside the main quantity.

3. Example item brief: a bedside cabinet

The example below deliberately contains no assumed dimensions, performance ratings or prices. Your designer and installer supply those requirements.

Item code: GR-BSC-01
Location / room type: [approved room schedule reference]
Drawing revision: [drawing number, revision and date]
Dimensions and unit: [approved width x depth x height]
Substrate and exposed finish: [approved specification]
Hardware and fixing details: [approved specification]
Quantity per room: [quantity]
Number of matching rooms: [quantity]
Total ordered quantity: [quantity]
Spare quantity, separately priced: [quantity or not requested]
Included components: [list]
Excluded components: [list]
Sample / mock-up approval: [requirement and approver]
Inspection acceptance criteria: [agreed checks]
Packing and carton label: [item code, room type, shipment phase]
Site measurement confirmation by: [named responsible party]

Repeat the structure for desks, seating, wardrobes and other items. For lighting and bathroom fittings, add the connection and installation requirements supplied by your local professionals. Do not assume a furniture supplier can determine the destination's electrical or product approval requirements from the country name alone.

4. Ask suppliers to separate price components

Request unit prices and extended line totals in a stated currency. Ask suppliers to show sample charges, tooling where applicable, packing, consolidation and other quoted services separately. If an item is an alternative to your specification, it should be labelled as an alternative rather than silently substituted.

Each quotation should state its validity, payment proposal, production timing assumptions, included documentation and exclusions. Ask for the proposed trade term and named place, then have your procurement and logistics team review the responsibility split before acceptance.

Do not compare a China-side supply quote directly with an installed-site total. Freight, insurance, destination clearance, duties, inland delivery, unloading and installation must be assigned explicitly. An RFQ is not an agreement that all those costs are included.

5. Make sample approval a recorded milestone

Identify who approves dimensions, finishes and hardware, and which items need physical samples or a mock-up room. Connect approval to the item code and current drawing revision. Record unresolved comments and who can release production.

Ask each supplier to distinguish sample lead time, production time after approval, inspection and corrective work, and export preparation. Your forwarder and local team then assess the remaining shipment and receiving programme. Do not turn an opening date into a guaranteed manufacturing or transit duration without reviewing the package.

6. Compare quotations line by line

Before selecting on total price, check for missing items, different quantities and unspecified materials. Record each exception with the supplier's written clarification. A lower total may reflect a narrower scope rather than a like-for-like saving.

Useful comparison questions include:

• Are all suppliers pricing the same drawing revision and approved finish?
• Are accessories, hardware and assembly components included?
• Are samples, packing and inspection services included or separately priced?
• Are alternatives clearly identified for designer review?
• Does the programme start from a defined approval milestone?
• Who handles destination import requirements and on-site installation?

Review applicable requirements with your destination professionals before ordering. The ASEAN Trade Repository is a research starting point, not a substitute for checking the actual goods and destination with your importer or competent authority.

7. Send the brief for a China-side sourcing review

Decoropic coordinates remote design, material selection, China-side sourcing, quality control, consolidation and export. Your local importer and contractor handle destination clearance, duties, inland delivery and installation. Our published delivered hotel cases are in Ghana, not evidence of a Southeast Asian installation team.

Share your country and city, room schedule, drawings or BOQ, budget range and target date through the Southeast Asia project inquiry form. The scope and feasibility are reviewed before any quotation or programme is agreed.

For the next steps, read the China-to-Southeast-Asia procurement checklist, inspect the hotel FF&E service scope, or review our export QC and consolidation checklist.

Prepared: 15 October 2026. Project specifications, destination requirements and quotation terms must be confirmed for the actual order.