Define the commercial frame
This frame lets the supplier understand whether the request is an early budget exercise, a design-development review or a production quotation.
- Name the project type, location and procurement role.
- Separate custom casework, loose furniture and installation scope.
- State the quotation deadline, target delivery window and destination.
Attach the technical information
Mark superseded documents and identify the revision to price. A smaller current set is safer than a large folder with conflicting revisions.
- Plans, elevations, schedules and the current BOQ.
- Dimensions, room types, repeat conditions and handed variants.
- Appliance, stone, MEP and adjacent-trade interfaces.
- Reference images clearly labelled as intent, not approved construction.
Make materials and approvals visible
If a finish is not selected, describe the performance and visual direction without inventing a brand or code.
- Substrate, visible finish, edge treatment and hardware expectations.
- Required sample, mock-up or first-article approval.
- Inspection evidence and shipment-release responsibility.
Describe logistics and handoff
Quotation accuracy improves when the supplier can see where its scope ends and the site team's scope begins.
- Packing labels by room, zone, floor or product code.
- Container, pallet, access or carton constraints.
- Destination documents and installation responsibility.
Use this guide in the project file
Attach the relevant checklist to the current drawing, quotation or approval record. Record project-specific decisions in writing and confirm destination requirements with the responsible professional or authority. We record project-specific decisions clearly and confirm destination requirements before production.
RFQ decision record
Attach this summary to the current quotation request so assumptions remain visible between revisions.
| Record area | What to retain |
|---|---|
| Scope | Included products, quantities, room or zone limits, and exclusions. |
| Commercial basis | Destination, target timing, currency, and quotation deadline. |
| Open items | Unknown finishes, interfaces, or documents that require a stated assumption. |