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Lydia

31 March 2026 · 6 minute read

How to prepare a good RFQ for hotel mattresses

The clarity of the request decides how fast and how accurately a quote comes back. The content of a good RFQ in six headings.

Preparing an RFQ

1. Product and size breakdown

Break sizes down individually: "60 mattresses" is not enough, "40 × 160×200 and 20 × 90×200" is. Room count plus size distribution together let us settle price and production plan in one pass.

2. Construction and firmness preference

The firmness of your existing mattresses determines the guest's first-night experience. Describing your current mattress as a reference is the best specification you can give.

3. Project and delivery information

Property type, room count, city/country and target delivery date feed directly into capacity planning. Stating your Incoterms preference also lets us compare freight options.

4. Compliance requirements

State any mandatory requirements around fire retardance, fabric and labelling. These directly affect the production plan and are expensive to change later.

5. Decision-makers

In corporate projects purchasing, technical management and operations may all decide. Naming the decision-maker gets the quote to the right person.

6. Your time budget

A new property is driven by urgency. An operating property runs on a budget cycle. Tell us which stage you are at and we will suggest something that works.

  • The quote form on this site collects all six headings in three steps.
  • If you are not sure of quantities you can enter ranges. The quote is then built on the range.

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Practical content for procurement and technical teams. We write about what we see on the production and logistics side.