RFQ ( Request for Quote )
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Frequently Asked Questions About Requesting a Quote
Use the following answers to prepare a clearer hospitality supplies RFQ and receive a quotation that reflects your product requirements, quantities, customization needs, delivery destination, and project schedule.
RFQ Basics
1. What is an RFQ?
An RFQ, or Request for Quote, is a formal request for pricing and commercial information for specific products. It normally includes the required product, quantity, specifications, delivery destination, required date, and any services such as customization, installation, or inspection.
Submitting a detailed RFQ helps KW Hospitality evaluate your requirements and prepare a more accurate and comparable quotation.
2. Is an RFQ the same as placing an order?
No. An RFQ is a request for pricing and supply information; it is not a purchase order or final order confirmation.
An order normally proceeds only after the buyer reviews the quotation, confirms the specifications and commercial terms, completes any required sample approvals, and issues an accepted purchase order or other agreed order document.
3. Who can submit an RFQ?
Hotels, resorts, restaurants, cafés, bars, catering companies, event venues, property developers, interior designers, procurement firms, purchasing groups, management companies, and other commercial hospitality buyers may submit an RFQ.
Independent properties and multi-property groups can both use the form.
4. What types of products can I request a quote for?
You may submit an RFQ for hospitality products such as:
- Guestroom amenities and accessories
- Hotel linens, towels, bedding, and bath products
- Tableware, glassware, cutlery, and buffetware
- Commercial kitchen equipment and smallwares
- Housekeeping and janitorial supplies
- Hotel furniture, fixtures, and operational equipment
- Front-office, concierge, luggage-handling, and valet supplies
- Restaurant, café, banquet, and event supplies
- Custom-branded and property-specific products
Product availability, specifications, minimum order quantities, and lead times vary by category.
5. Can I request a product that is not currently shown on the website?
Yes. The website does not necessarily represent every product or sourcing option available for a hospitality project.
Provide the product name, technical requirements, quantity, reference images, drawings, preferred materials, and required delivery destination. KW Hospitality can review whether a suitable standard, customized, or equivalent product can be sourced.
6. Can I submit one RFQ for multiple products?
Yes. For a multi-item hotel, restaurant, or commercial project, attach a spreadsheet or specification schedule containing one row for each product.
Each line should ideally include an item number, description, quantity, unit of measure, dimensions, material, finish, intended use, required delivery date, and any relevant brand or compliance requirements.
7. Can I submit one RFQ for both FF&E and OS&E products?
Yes. You may submit a combined project package covering FF&E and OS&E requirements.
For easier evaluation, separate the items by category, department, room type, outlet, delivery phase, or installation area. Large packages may be quoted as a complete project, by product category, or by individual line item depending on supplier capability and project requirements.
Preparing Your RFQ
8. What information should I include in my request?
At minimum, include:
- Product name and description
- Required quantity
- Unit of measure
- Delivery city and country
- Required delivery or opening date
- Dimensions, materials, colors, and finishes
- Intended commercial use
- Customization or branding requirements
- Required standards or certifications
- Reference images, drawings, or existing specifications
More complete information generally results in a more accurate quote and fewer clarification rounds.
9. Do I need to know the exact product model or SKU?
No. An exact model number is useful but not always necessary.
You may describe the required performance, size, material, finish, capacity, design, and intended application. Reference images or links can also help communicate your requirements. Where appropriate, KW Hospitality may identify a suitable product or propose a technically comparable alternative.
10. What should I do if my product specifications are incomplete?
Submit the information currently available and clearly identify which details have not yet been finalized.
Include the operating environment, intended use, quality level, approximate dimensions, design direction, budget range, and target delivery date. The team may request additional information before providing final pricing.
Preliminary pricing should not be treated as final until the product specifications and commercial scope are confirmed.
11. Do I need to provide an exact quantity?
An exact quantity is strongly recommended because pricing, packaging, production method, freight cost, and minimum order quantity can all depend on volume.
When the final quantity is not yet available, provide an estimated quantity or a realistic range. You may also request tiered pricing for several quantities, such as 100, 500, 1,000, and 5,000 units.
12. Should quantities be listed as pieces, sets, cartons, or cases?
State the unit you intend to purchase as clearly as possible.
For example, specify whether “500 glasses” means 500 individual glasses, 500 sets, or 500 cases. For packed products, request confirmation of pieces per inner pack, pieces per carton, cartons per pallet, and total individual units.
Clear units prevent quantity and price-comparison errors.
13. What files can I upload with the RFQ form?
The RFQ form currently accepts the following file types:
- JPG
- PNG
- XLSX
- DOCX
- DOCS
Useful attachments include product schedules, drawings, floor plans, photographs, mood boards, brand guidelines, equipment schedules, finish schedules, specification sheets, and previous quotations.
14. How many files can I upload?
You may upload up to 14 files with one RFQ submission.
The maximum permitted file size is 64 MB. When submitting many items, combining related information into a clearly organized PDF or spreadsheet can make the request easier to review.
15. Can I submit an RFQ without attachments?
Yes, but attachments are strongly recommended for products where dimensions, design, material, color, capacity, compatibility, or appearance are important.
For straightforward standard products, a clear description and quantity may be sufficient for an initial review. Additional documentation may still be requested before final pricing is issued.
16. Can I upload an Excel product schedule?
Yes. XLSX files are accepted and are particularly useful for multi-item hospitality procurement packages.
Use a separate row for every product and include fields such as item code, description, quantity, unit, dimensions, material, finish, destination, required date, and customization requirements. Avoid merging multiple unrelated products into one line.
17. Can I upload technical drawings or floor plans?
Yes. You may upload drawings or floor plans in an accepted file format.
For custom furniture, built-in products, equipment, or site-dependent items, include dimensions, connection points, clearances, material details, finish references, utility requirements, and installation conditions. Site dimensions should be verified before production where exact fit is critical.
18. What should I do if my files are larger than the upload limit?
Reduce the file size, divide the package into clearly labeled files, or upload only the most relevant documents with the initial submission.
You may also contact sales@kwhospitality.com or info@kwhospitality.com to discuss an alternative method for sharing large project files. Include your name, company, project name, and a short description of the RFQ.
Custom Products, Branding, and Samples
19. Can I request customized hospitality products?
Customization may be available for many product categories, subject to manufacturing capability, quantity, design complexity, material availability, and production lead time.
Possible options may include custom dimensions, colors, finishes, fabrics, embroidery, engraving, printing, packaging, private labeling, molds, patterns, and property-specific product configurations.
20. Can KW Hospitality add our hotel or restaurant logo?
Logo application may be available through methods such as embroidery, engraving, laser marking, printing, embossing, debossing, casting, labels, decals, or custom packaging.
The appropriate method depends on the product material, expected use, washing process, durability requirements, design, and order quantity. Submit your logo and describe where and how it should appear.
21. What artwork format should I provide for custom branding?
Vector artwork is generally preferable for production because it can be resized without losing quality.
Where available, provide AI, EPS, SVG, or editable PDF artwork together with brand colors, Pantone references, placement dimensions, minimum clear space, and any restrictions. The current form does not list every vector format, so artwork may initially be provided in an accepted PDF or image file and the production-ready file supplied later when requested.
22. Can I request private-label products or custom packaging?
Private labeling and custom packaging may be available for eligible products.
Include the required brand name, logo, packaging material, dimensions, language, barcode, labeling, sustainability requirements, regulatory text, carton markings, and estimated quantity. Packaging development charges, printing minimums, tooling, and lead time should be confirmed in the quotation.
23. Are product samples available before a bulk order?
Sample availability depends on the product, manufacturer, customization level, and destination.
State whether you require a standard sample, material swatch, finish sample, customized prototype, preproduction sample, or operational trial unit. The quotation should confirm sample cost, shipping cost, preparation time, return conditions, and whether any sample charge may be credited against a future bulk order.
24. Are samples free?
Not necessarily. Standard samples, custom prototypes, molds, artwork setup, international shipping, and testing may involve charges.
Sample costs should be confirmed before dispatch. A sample should not be assumed to be free or refundable unless this is stated in writing.
25. Can I approve a sample before mass production begins?
For custom or specification-sensitive products, a formal approval stage can be requested before bulk production.
Depending on the product, approvals may include digital artwork, material samples, color samples, finish samples, prototypes, corrected prototypes, or preproduction samples. The approved sample and written specification should be identified as the production reference.
26. What is a control sample?
A control sample is an approved physical sample retained as the reference standard for production quality.
It may be used to compare production goods against the approved material, dimensions, color, finish, workmanship, branding, and construction. The RFQ or purchase terms should state who retains the control sample and how production conformity will be evaluated.
27. Can I request a product similar to a reference image?
Yes. Reference images can help communicate the intended design, material, proportions, finish, or quality level.
However, the final product must still be defined through measurable specifications. A reference image alone may not reveal dimensions, internal construction, material grade, performance requirements, or intellectual-property restrictions.
MOQ, Pricing, and Commercial Terms
28. What is the minimum order quantity?
Minimum order quantity, or MOQ, varies by product, manufacturer, material, packaging, and customization method.
Standard stocked products may permit smaller quantities, while custom colors, branded packaging, embroidery, engraving, special molds, or made-to-order furniture may require higher volumes. Submit the required quantity even when it may be below the expected MOQ; available options can then be evaluated.
29. Can I request pricing at different quantity levels?
Yes. Tiered pricing is recommended when the final quantity is uncertain or when future replenishment is expected.
List the quantity levels you want evaluated. For example:
- Initial sample quantity
- Opening order quantity
- Full project quantity
- Future replenishment quantity
- Multi-property or annual volume
This makes volume-related savings and MOQ effects easier to understand.
30. Can I request a quote for a small order?
You may submit a request for any quantity. Whether the order is commercially feasible depends on the product, stock status, packaging, manufacturing setup, customization, and shipping cost.
For low quantities, a standard or locally available alternative may be more economical than a fully customized product.
31. What factors affect the quoted price?
Pricing may be influenced by:
- Product specifications and quality level
- Material and finish
- Order quantity and pack configuration
- Customization and branding
- Tooling, molds, or artwork setup
- Sample requirements
- Packaging and labeling
- Inspection and testing
- Freight and insurance
- Duties, taxes, and customs-related charges
- Installation, assembly, or training
- Required production and delivery schedule
Comparing only unit prices can hide significant project costs.
32. Should I include my target budget?
A target budget is optional but can help identify commercially realistic products and specifications.
When providing a budget, state whether it applies per unit, per room, per outlet, per category, or to the complete project. Also clarify whether freight, duties, taxes, installation, and customization are included in that budget.
33. Does the quotation include shipping?
Shipping should not be assumed to be included unless the quotation states this clearly.
Provide the complete delivery destination and request a clear price basis. The quotation should identify whether freight is included, excluded, estimated, or quoted separately, as well as the point to which delivery is covered.
34. Are taxes, customs duties, and import charges included?
The treatment of taxes, duties, customs clearance, brokerage, port charges, and import-related costs depends on the destination and agreed delivery terms.
Request that the quotation identify every included and excluded charge. For international purchases, the selected Incoterm and named location should also be stated clearly.
35. Which currency will be used in the quotation?
The quotation should identify the pricing currency.
When a specific currency is required for procurement approval or bid comparison, state it in the RFQ. Also request clarification regarding exchange-rate validity, bank charges, conversion fees, and whether prices may be adjusted before the order is confirmed.
36. How long will the quotation remain valid?
Quote validity varies according to product, material pricing, freight conditions, exchange rates, and production availability.
The quotation should include a specific expiration date or validity period. Pricing, delivery schedules, and material availability may need to be reconfirmed after that period.
37. What payment terms are available?
Payment terms depend on the product, order value, customization, production requirements, supplier terms, destination, and commercial risk.
The quotation or pro forma invoice should state any deposit, progress payment, balance payment, document requirements, bank charges, and payment milestones. Do not assume payment terms until they are confirmed in writing.
Production, Lead Time, and Delivery
38. How long does it take to receive an order?
Lead time varies significantly by product.
A complete schedule may include:
- Specification review
- Sample preparation
- Sample approval
- Artwork or engineering approval
- Material procurement
- Production
- Quality inspection
- Export preparation
- International or domestic transport
- Customs clearance
- Final delivery
- Assembly or installation
Request separate estimates for each relevant stage instead of relying on one general lead-time figure.
39. When does the production lead time begin?
The quotation should define the event that starts the production period.
Depending on the order, production may begin only after receipt of the deposit, signed order confirmation, approved artwork, approved sample, confirmed specifications, final dimensions, or completion of another agreed milestone.
40. Can KW Hospitality support hotel pre-opening projects?
Pre-opening requirements can be submitted as a complete procurement package.
Include the hotel location, room count, room types, restaurants and outlets, banquet capacity, operational departments, soft-opening date, required-on-site dates, installation schedule, and brand-inspection date.
The required-on-site date should be earlier than the public opening date when items require inspection, washing, assembly, installation, staff training, or room staging.
41. What should I do if my requirement is urgent?
Clearly mark the request as urgent and provide the exact required-on-site date, not only the opening or event date.
Also identify which items are operationally critical and whether alternatives, partial delivery, air freight, standard finishes, or reduced customization would be acceptable. Expedited supply may affect product selection, freight cost, and customization options.
42. Can an order be delivered in phases?
Phased or partial delivery may be possible depending on the product, production arrangement, destination, and project schedule.
Provide separate quantities, destinations, and required dates for every phase. The quotation should identify additional freight, handling, storage, documentation, or minimum-shipment costs created by split delivery.
43. Can products be delivered to more than one property?
Yes, multi-property or multi-destination requirements may be submitted in one project schedule.
Separate the quantities, addresses, contact details, delivery windows, labeling requirements, and required dates for each property. Request clear pricing for consolidated production and destination-specific logistics.
44. What destination information should I provide?
Provide:
- Country
- City
- Postal code
- Full delivery address when available
- Port, warehouse, distribution center, or hotel location
- Receiving hours
- Site-contact details
- Dock or vehicle restrictions
- Unloading requirements
- Elevator or access limitations
- Floor-by-floor distribution requirements
- Required delivery appointment process
Incomplete destination information may prevent accurate freight or final-delivery pricing.
45. What are Incoterms, and why do they matter?
Incoterms are standardized trade terms used in international sales to define important responsibilities between the buyer and seller.
They help clarify matters such as transport arrangements, allocation of costs, export and import formalities, insurance obligations in applicable terms, delivery point, and transfer of risk.
An Incoterm should always be stated with a specific named port, terminal, warehouse, or other location.
46. Can installation, assembly, or commissioning be included?
Installation-related services may be evaluated when relevant to the product and destination.
The RFQ should state whether you require unloading, assembly, positioning, connection, testing, commissioning, calibration, staff training, packaging removal, or disposal of replaced equipment. Availability and charges must be confirmed in the quotation.
Product Compliance, Quality, and Alternatives
47. Can I specify required certifications or standards?
Yes. Include all applicable legal, safety, hygiene, accessibility, environmental, brand, and performance requirements.
Requirements should be specific to the product and destination market. For example, commercial appliances, food-contact products, textiles, furniture, electrical products, chemicals, and accessible-room equipment may require different documentation.
48. Can I request sustainable or environmentally preferable products?
Yes. Define sustainability requirements in measurable terms whenever possible.
Examples include recycled or certified materials, reduced packaging, recyclable packaging, refillable systems, energy or water efficiency, restricted-substance requirements, repairability, replaceable components, durability, material traceability, and factory social-compliance documentation.
Avoid relying only on general descriptions such as “green” or “eco-friendly.”
49. Can KW Hospitality suggest an alternative product?
An alternative may be proposed when the requested product is unavailable, does not meet the required lead time, exceeds the budget, conflicts with local technical requirements, or requires an impractical MOQ.
Any alternative should be clearly identified and compared with the original requirement. Important differences in material, dimensions, capacity, finish, certification, warranty, lead time, and price should be disclosed before approval.
50. Can I prohibit substitutions?
Yes. State “no substitutions” or “alternatives require written approval” in the RFQ.
For brand-standard, design-sensitive, safety-critical, or compatibility-dependent products, define the required manufacturer, model, material, finish, dimensions, and performance criteria. A lower-priced substitute should not be accepted automatically when it changes the approved specification.
51. How can I request quality inspection?
Include the required inspection stage and acceptance criteria in your RFQ.
Depending on the product, inspections may cover raw materials, dimensions, workmanship, color, finish, branding, packaging, functionality, safety, quantity, documentation, or pre-shipment testing.
The quotation should clarify the inspection scope, inspection party, timing, cost, reporting method, and treatment of nonconforming goods.
52. How are custom products checked against the approved sample?
The purchase documents should require production goods to match both the approved control sample and the written specification.
Define measurable tolerances for dimensions, color, material, finish, weight, construction, printing, embroidery, packaging, and performance. Sample approval should not permit an unapproved change in material, component, production method, or factory.
Warranty, Replenishment, and After-Sales Questions
53. Are products covered by a warranty?
Warranty coverage depends on the product, manufacturer, intended use, installation conditions, and accepted commercial terms.
Request the applicable warranty period and coverage in the RFQ. The quotation should state exclusions, claim procedure, required evidence, response time, repair or replacement terms, labor coverage, freight responsibility, and spare-parts availability.
54. Are replacement parts available?
Replacement-part availability varies by product and manufacturer.
For commercial equipment and operationally critical products, include a spare-parts list in the RFQ and request information about recommended opening spares, consumables, part numbers, availability period, local service options, and expected replacement lead time.
55. Can I reorder the same product later?
Replenishment may be possible, but future availability should not be assumed for every design, color, fabric, finish, pattern, or component.
When continuity matters, request confirmation of expected product availability, retained tooling, approved artwork storage, replacement MOQ, future pack size, and potential batch-to-batch variation. Consider ordering an initial spare quantity for design-sensitive products.
56. What should I do if products arrive damaged or incomplete?
Inspect the delivery promptly and record visible damage or shortages before signing the delivery documentation whenever possible.
Keep the cartons, labels, packing materials, delivery receipt, photographs, videos, item codes, quantities, and batch information. Notify the relevant contact within the reporting period stated in the accepted order terms.
The available remedy will depend on the agreed shipping, inspection, warranty, and claims conditions.
57. Can I request extra stock for breakage or replacement?
Yes. List operational spare stock separately from the main opening quantity.
The appropriate spare quantity depends on the product’s usage rate, breakage risk, loss rate, wash cycle, replacement lead time, seasonal demand, and likelihood of discontinuation. Separating the quantities makes the contingency visible and easier to approve.
Submission, Communication, and Next Steps
58. What happens after I submit the RFQ form?
The submitted information is reviewed to understand the requested product, quantity, specifications, customization, destination, and schedule.
Additional questions may be sent when information is incomplete or when technical clarification is necessary. Once the commercial and technical scope is sufficiently defined, suitable sourcing and quotation options can be evaluated.
59. How quickly will I receive a quotation?
Quotation time depends on the number of items, specification detail, customization, sample requirements, supplier coordination, freight calculations, and project complexity.
A complete RFQ with clear quantities, specifications, destination, and required dates is generally easier to evaluate than a request requiring several rounds of clarification. Include a quotation deadline when your procurement process has a fixed schedule.
60. Why does the RFQ form request my phone number?
A phone number provides an additional contact method when a request requires urgent clarification, contains incomplete information, or involves a time-sensitive project.
Include the country code and indicate the preferred contact method or suitable calling hours when necessary.
61. Can I change my RFQ after submitting it?
Yes. Send the revised information as soon as possible and clearly identify the project or original request.
Use a revision number or date when updating quantities, specifications, delivery dates, or attachments. Clearly mark superseded files so pricing is not prepared from an outdated version.
Material changes may require the quotation and lead time to be recalculated.
62. Can I submit a confidential project?
You may identify the RFQ and attached files as confidential.
For sensitive drawings, brand documents, pricing data, prototypes, or unreleased project information, request an appropriate confidentiality agreement before transmitting restricted material. Do not assume that submitting the standard web form automatically creates a separate nondisclosure agreement.
63. Can my procurement consultant or designer submit the RFQ?
Yes. A procurement consultant, designer, project manager, purchasing agent, management company, or other authorized representative may submit the request.
Identify the end client or project where disclosure is permitted and clarify who has authority to approve specifications, samples, commercial terms, and purchase orders.
64. Can I request separate technical and commercial quotations?
Yes. This can be useful for complex equipment, custom products, tender processes, or projects that require technical approval before price evaluation.
State the required submission format and whether technical information and commercial pricing must be provided in separate files.
65. Can I request a quotation without disclosing my final budget?
Yes. A budget is not mandatory.
However, providing a target range can help avoid proposing products that are technically suitable but commercially unrealistic. When a budget is confidential, you may instead describe the intended quality tier, comparable product, or required performance level.
66. Can I ask for a revised quotation?
Yes. A revised quotation may be requested when quantities, specifications, delivery terms, customization, or project scope change.
Clearly identify every change and request a new revision number and validity date. Previous versions should be retained for audit purposes but not used as the current commercial basis.
67. Can I send the RFQ by email instead of using the form?
The online form is the most structured way to submit the initial request.
When email is necessary, you may contact:
sales@kwhospitality.cominfo@kwhospitality.com
Include your full name, company, project name, product requirements, quantities, destination, required date, and relevant attachments.
68. What should I do if I do not receive a response?
First, check your spam or junk folder and confirm that the email address entered in the form was correct.
Then contact sales@kwhospitality.com or info@kwhospitality.com and include your name, company, approximate submission date, product name, and delivery destination so the request can be identified.
69. How can I make my RFQ easier to evaluate?
Use a structured item schedule, define every quantity and unit clearly, attach relevant specifications, identify acceptable alternatives, state the destination and required date, and separate mandatory requirements from preferences.
For complex projects, also include a contact person, project timeline, sample requirements, commercial assumptions, and a list of documents expected with the quotation.
70. What are the most common RFQ mistakes?
Common problems include:
- Vague product descriptions
- Missing quantities or units
- Confusing pieces, sets, and cartons
- No delivery destination
- No required-on-site date
- Missing dimensions or utility information
- Reference images without technical specifications
- Unclear customization requirements
- Ignoring freight, duties, installation, or sample costs
- Unrealistic lead times
- No process for substitutions
- Multiple conflicting spreadsheet versions
Correcting these issues before submission reduces commercial uncertainty and unnecessary delays.
Ready to Request a Quote?
Provide as much information as possible about your required hospitality products, quantities, specifications, customization, delivery destination, and project schedule.
For multi-item projects, upload a structured spreadsheet together with relevant drawings, reference images, brand guidelines, and technical documents. Clear requirements allow the quotation process to focus on product suitability, total cost, quality, and delivery feasibility.