Define the package first
State whether the project is new-build, refurbishment or phased work in an operating property. Identify loose furniture, fixed millwork and installation as separate parts of the brief. Group guestrooms, lounges, dining and back-of-house areas. List lighting, stonework, services and specialist equipment separately so each trade can price a defined package.
When room counts are provisional
Provide the room-type plans and the furniture configuration currently available. Mark each quantity as provisional or to be confirmed, rather than presenting an estimate as a final order. Separate the mock-up room, first delivery and later phases. A preliminary budget should state its assumptions; final quantities, specifications and commercial terms follow approval.
Turn references into an item specification
Give each item a code, location, reference image, overall dimensions and intended material and finish. Add upholstery and hardware requirements where relevant. A photograph communicates appearance but cannot establish concealed construction, precise colour, loading or test performance. Use drawings, physical samples and written criteria to close those gaps before production approval.
Include destination and quotation basis
Share the destination country, named port or delivery place, preferred delivery terms and proposed local installation arrangements. If a budget is available, state the currency and range. Ask the quotation to identify samples, tests, packing, freight, taxes and site services separately, with inclusions and exclusions clear enough to compare offers on the same basis.
Plan around approval milestones
Include drawing approval, mock-up review, material selection, site measurement and phased arrival dates in the programme. A production period cannot be inferred from the RFQ date alone. Agree the approved information, payment and material conditions that start the programme, and establish how later changes affect price, procurement and delivery.
General procurement coordination guidance. It does not replace local professional design, testing, statutory requirements or the project agreement.
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