A hotel tableware RFQ should include buyer and property information, complete tableware specifications including tolerances, order quantity, necessary certifications such as FDA, LFGB or ISO 6486-1, durability test thresholds, packaging and Incoterms, sample requirements, a response deadline, and clear evaluation criteria, sent simultaneously to 3 to 5 qualified suppliers for comparable quotes.
An email that says “quote us some plates” receives a vague quote. The right tableware RFQ will ensure you have a number that you can compare to three other suppliers, as they’re all bidding on the same one.
Here, we explain exactly what to include in a hotel Tableware RFQ, provide a format that you can copy and paste to use for each request, and discuss the pitfalls that cause a simple quote request to become a weeks-long series of clarifying e-mails.
Table of Contents
What is an RFQ and When is an RFQ Needed?
A Request for Quotation (RFQ) is a formal letter sent to suppliers asking each one to quote on an exact product that is developed based upon a written specification that you are already familiar with. Once your design and requirements are finalized, it’s the right tool when you only need comparable numbers back, not creative input.
What is the difference between an RFQ, an RFP, and an RFI?
An RFI is a Request for Information that is used initially in the supplier research process when options are being explored. If you are looking for suppliers to put forth a solution, not just a price, then you use an RFP, Request for Proposal. The RFQ, Request for Quotation, is issued when the specification is finalized, and only one thing is left to determine: Price, Lead Time, and Terms. When deciding on hotel tableware, after determining the material, dimensions, and certifications, an RFQ is nearly always the document you need to use.
What to Include in a Hotel Tableware RFQ
All of these sections are filling a hole that would otherwise become an email explaining, or worse yet, a quote not truly comparable to the other quotes that you’re getting.
Buyer and Property Information
State the name of your property, the outlet that you are ordering from, your position, country, and a realistic date. Suppliers charge varying prices based on the country of destination, as freight, duties, and certification vary from region to region.
Product Specifications
Embed material and body type, exact dimensions including a tolerance, glaze and decoration technique, and colour reference. This is the part that most buyers skim, and that’s why the quotes keep varying. You can find a hotel tableware procurement checklist here that has all the details on what a specification should contain.
Hotel Tableware Specifications Buyers Should Include
Do not use phrases like “white porcelain plates” or “hotel quality dinnerware” when ordering quotations for tableware. Different suppliers may have different interpretations of these, which makes it hard to compare quotes.
A detailed hotel tableware RFQ should specify:
- Material: Porcelain or bone china, stoneware, vitrified clay or other material as required.
- Product dimensions:diameter, height, capacity, and acceptable tolerances.
- Shape and sizes: Round, square, coupe, rimmed, stackable, or custom shapes as required.
- Color and finish:glaze, matte finish, gloss finish, Pantone reference, or custom color
- Decoration: Logo, pattern, decal, embossing or other branding.
- Durability requirements: dishwasher resistance, thermal shock resistance, chip resistance, and other applicable tests
- Packaging: individual protection, carton configuration, export packaging and labeling.
- Required Quantity: quantity required for each SKU
- Samples: conditions for sample approval before mass production.
Quantities and Order Structure
Provide a specific number of products per SKU (not an overall count) and indicate the type of order: one-time or first-of-reorder relationship. Recurring accounts are priced differently than one-off orders, and if you don’t factor this in, you won’t know your true long-term pricing..
Compliance requirements and certifications
Describe the certifications needed, not “food safe.” For most properties, this implies FDA 21 CFR or LFGB for food contact safety, ISO 6486-1 for lead and cadmium release testing, ISO 9001 for quality management, and BSCI or Sedex for ethical supply chain compliance. Also mention that you’ll need the report of the lab, and not just the “certificate” logo.
Packaging and Incoterms
Please indicate your desired Incoterm (EXW, FOB, CIF or DDP) and your destination port or address. Two quotes in two different Incoterms are not comparable because one quote contains freight and duties while the other doesn’t, and using the two quotes interchangeably is one of the most frequent mistakes made by the buyer.
Timeline and Response Deadline
Set a clear deadline for response to your suppliers, typically 5 to 7 business days for a well-defined RFQ, with an expected start date and delivery date for your production. RFQs are quietly stalled for weeks by using an open-ended deadline.
Evaluation Criteria
Let suppliers know what you’ll be assessing the quote by: pricing, lead time, MOQ flexibility, certifications, and reference clients, etc from the outset so that all suppliers know that the quote isn’t just based on price. This also helps you internally, as your evaluation criteria becomes the documented reason for selecting the supplier.
Hotel Tableware RFQ Template
Here’s the section-by-section structure we recommend building into every hotel tableware RFQ before it goes out to suppliers.
RFQ Section | What to Include |
Buyer information | Property name, F&B outlet type, contact, country, target install or opening date |
Product specification | Material and body type, dimensions with tolerance, glaze, decoration method |
Quantities | Quantity per SKU, total order value, whether it’s a one-time or recurring order |
Certifications required | FDA 21 CFR or LFGB, ISO 6486-1, ISO 9001, BSCI or Sedex, with lab report requirement |
Durability requirements | Dishwasher cycle count, drop ball impact result, thermal shock rating |
Packaging and Incoterms | Export packaging standard, requested Incoterm (EXW, FOB, CIF or DDP), destination port |
Sample requirements | Physical sample required before production, sample lead time expected |
Timeline | Requested quote response deadline, target production start, delivery deadline |
Evaluation criteria | How the quote will be judged, price, lead time, MOQ flexibility, certifications, references |
How Many Suppliers Should You Send an RFQ To
Submit the RFQ to 3-5 reputable suppliers all in one batch. Less than that gives you less leverage, and more than that makes it hard to assess consistently without it becoming a project in and of itself. Don’t send the RFQ to a manufacturer until they’re qualified, otherwise you may spend the entire process comparing quotes against a supplier that was never a realistic fit.
Common RFQ Mistakes That Lead to Bad Quotes
The biggest mistake is to send a generic product description.
Several suppliers might be asked to quote on “hotel plates,” but each will have a different understanding of what is being asked.
Mistake 1: One supplier might quote a different material, another might use different dimensions, and another might include different packaging. The outcome is a set of prices that look comparable but are actually based on different products.
Mistake 2: The second mistake made is that the Incoterm is not mentioned. Factory gate price can’t be compared with a price including freight and other shipping costs.
Mistake 3: The third mistake is not setting a response due date. If there is no time limit, suppliers can submit their responses at various times, which can unnecessarily slow down the procurement process.
Mistake 4: The fourth mistake is the lack of identification of needed certificates. A supplier can offer a lower price quote by providing a product that is not up to the buyer’s requirements.
Mistake 5: Lastly, not requesting supporting documentation can cause problems in the future. The requirements for certification should be known before quote evaluation.
What Happens After You Send an RFQ
When receiving quotes, compare them to your evaluation criteria, not just price, and get a physical sample of the quote you like best before going into production. After that, our hotel tableware sample approval guide outlines what needs to be tested before approving the sample for shipping, and the typical hotel tableware standard requirements take 37-57 days to get from approved sample to shipment.
How Brett Supports Your Hotel Tableware RFQ Process
In fact, since 1998, we have been providing ceramic tableware for hotels in more than 80 countries, and we will only submit a detailed, itemized quote to an RFQ that is well-specified. This hotel procurement process guide discusses how we help multi-outlet groups streamline this procedure throughout their entire portfolio.
Our team collaborates with hotel procurement teams to make your project needs crystal clear and actionable tableware specs. This involves checking quantities, specifications, size, shape, color, surface finish, packaging, and delivery needs before submission of a quotation.
This is particularly vital for big hotel chains. Each outlet might need a different tableware collection, but each product must fit in with the other items across the property. When these requirements are organized early, procurement teams can prevent themselves from having to make a lot of changes later in the purchasing process, such as revising orders, missing out on requirements, or seeing unexpected price changes.
Frequently Asked Questions
What should be included in a hotel tableware RFQ?
The items of a Hotel Tableware RFQ should cover the following: Buyer information, product specifications, quantities per SKU, certifications or tests required, durability standards, packaging, Incoterms, sample requirements, delivery timelines, and the criteria for evaluating the RFQ.
How do I ask a hotel tableware supplier for a quotation?
Please make a detailed RFQ, including exact products, quantity, materials, dimensions, quality requirements, packaging, shipping, quotation deadline, etc. Multiple RFQs to qualified suppliers enable easier quotations to be compared.
How many suppliers should I send a hotel tableware RFQ to?
Invite 3-5 qualified suppliers to respond to the RFQ. This will give sufficient quotations for comparison and yet not create an overwhelming evaluation process.
What certifications should I request from a hotel tableware supplier?
Ask for FDA 21 CFR or LFGB for food-contact safety, ISO 6486-1 for lead and cadmium release testing, ISO 9001 for quality management, and BSCI or Sedex for ethical supply chain compliance, depending on your destination market.
How long should a supplier have to respond to a hotel tableware RFQ?
For an RFQ with a clear definition of need, 5–7 business days is a good response time. Setting a clear deadline will ensure that there are no delays and suppliers submit quotations in the same window.
Should I request a sample before placing a hotel tableware order?
Yes. Review quotes from suppliers and order a sample from the company chosen to review the specifications, look and feel, quality and durability before going into full production.
Conclusion
The key to three valid quotes vs three numbers you can’t compare and contrast is a good RFQ. The initial effort you spend in identifying material, certifications, Incoterms, and evaluation criteria will be well rewarded on the first comparison of the supplier responses.
When we are contacted by a hotel regarding a tableware RFQ, we reply with a detailed, itemized quote with FDA, LFGB, ISO 9001, BSCI, and Sedex documentation upon request. Please contact our team at CBHORECA or WhatsApp +86 13535413512 to send your next RFQ directly.
