Hotel Carpet Quotation Checklist: What to Include in Your RFQ？

State the hotel or project name, country and city, whether it is a new build or renovation, and the current project stage — concept design, tender, procurement, or construction. Clarify whether you need a budget estimate, tender quotation, or formal order quotation, and identify who will approve artwork, color, and final specifications.

Hotel positioning can help guide product selection, but specifications should also be aligned with actual foot traffic, cleaning methods, budget, and design requirements. Always list requirements by individual area rather than submitting only a total hotel area.

Different areas within the same hotel can use different carpet constructions and specifications. If you have a target budget, state the currency, budget per square meter, or total project budget, and clarify whether transportation and installation are included.

Provide net laid area by zone, plus number of rooms, repeating room types, number of floors, corridor dimensions, and phasing schedule. CAD drawings with dimensions are preferred. If CAD is not yet available, dimensioned PDF floor plans or room schedules can be used for initial evaluation.

Net laid area does not equal final purchase quantity. Roll width, room shape, installation direction, pattern repeat, seams, and offcuts all affect total consumption. Additional allowance for maintenance spares must also be confirmed separately. The CRI 104 Commercial Carpet Installation Standard also notes that patterned carpets require extra material for pattern matching.

For example, whether a corridor pattern is centered and how corners are handled can change cutting and seaming plans. For this reason, waste should not be assumed as a fixed percentage across all projects — it must be calculated based on final drawings, product width, and installation layout. Final order quantities should be reviewed jointly by the project team and installation contractor.

When submitting your inquiry, list building gross area, net laid area, estimated purchase quantity, and maintenance spare quantity separately.

If you have already selected a product, send the corresponding specification sheet. If not, provide the application area, budget, and design direction, and ask the manufacturer to propose comparable options with clear specifications and quantity basis.

Quotations should clearly state material and blend, pile construction, pile height (mm), pile weight (g/m²), total thickness, backing, roll width or tile size, and density parameters relevant to the construction. Number of colors and pattern repeat should also be recorded once design is confirmed.

Pile height and total thickness, and pile weight and total weight, should be listed separately. When comparing quality and price, always evaluate fiber, construction, density, backing, and application conditions together. Density notation differs across manufacturing methods — do not force them into a single metric. Ask suppliers to provide official technical data sheets for line-by-line comparison. Even if two carpets have the same pile weight, it does not mean their quality or price should be identical; fiber type, construction, density, backing, width, and performance requirements all factor in.

When sourcing  custom hotel carpet, send design drawings, renderings, or reference images, and clarify whether you are referencing a style or requiring production to an exact pattern. If you have hotel brand standards, Pantone color numbers, physical color chips, fabric swatches, or furniture samples, include those as well.

Renderings must be converted into production-ready artwork adapted to the selected manufacturing process, with confirmed colors, pattern repeat, roll width, and pattern orientation. For corridors, verify pattern centering and corner transitions; for ballrooms, verify column positions and movable partition lines.

State whether you require stock samples, color and pattern swatches, or custom samples made to project specifications, and identify the approval authority. Sampling fees, sample shipping costs, and revision scope should be agreed upfront. Mass production will be based on mutually approved artwork and physical samples.

Under Dongsheng’s standard project workflow, some strike-offs can be arranged within approximately 72 hours, and samples for standard projects typically take around 7 days. Exact timelines depend on product type, design complexity, and material availability.

Send the relevant clauses from your tender documentation or hotel brand standards, clearly stating the required standard, version, and class. Projects may require ASTM E648 floor covering system flammability testing, EN 13501-1 reaction to fire classification, or CRI Green Label Plus low VOC certification, among others.

When reviewing test reports, verify the report number, corresponding product and specification, test results, and scope of application. For certifications, confirm current validity. Backing, underlay, and installation method must also match the proposed system. ASTM E648 evaluates floor covering systems as a whole; tests on individual materials cannot directly replace a full system assessment.

If existing reports do not cover the proposed specification, confirm during the quotation stage whether additional testing is required, who will bear the cost, and the impact on lead time.

If you are unsure which standards apply, provide the project country, brand requirements, or tender clauses, and both parties can jointly review applicable standards, classes, and product ranges.

Provide sample approval deadline, planned ship date, target arrival date, installation period, and hotel opening date. For renovation projects in operating hotels, also note which floors or areas require priority delivery.

When working backward from the opening date, allow time for artwork and sample approval, raw material preparation, production, inspection, shipping, and customs clearance. Ask the supplier to clearly state when the production lead time starts, and distinguish between factory completion, dispatch, and site delivery dates.

Define the delivery scope: destination port or project site, freight forwarder arrangement, packaging and labeling requirements, and whether partial shipments are allowed. Trade terms should include the rule, named place, and version — for example, “FCA [named place], Incoterms® 2020”. ICC rules govern delivery obligations, costs, and risk transfer; a country name alone is not sufficient.

Also confirm payment terms, quotation currency, validity period, and whether freight, import duties, installation accessories, and labor are included.

When comparing hotel carpet prices, first align specifications, purchase quantities, and delivery scope. A lower per-square-meter price may reflect differences in materials, backing, quantity, or scope of supply.

• Confirm that product and acceptance criteria are consistent, including specification sheets, artwork revision, colors, and approved samples.
• Verify whether the quoted quantity includes cutting waste, pattern matching allowance, and maintenance spares, and that the calculation basis is stated.
• Check that unit price, currency, total amount, minimum order quantity, and partial delivery terms are clearly defined.
• Clarify which costs are included and which are extra: design, sampling, additional testing, packaging, freight, duties, and installation.
• Confirm that production start conditions, shipping and arrival milestones, payment terms, and quotation validity are workable.

If budget adjustments are needed, ask suppliers to propose alternative options with changes to materials, specifications, or design, and clearly state the differences. Retain specifications and quotation versions for each revision to avoid comparing prices under different conditions.

You can send this Hotel Carpet RFQ Template directly to Dongsheng. For items not yet confirmed, write “TBC” and note what you would like us to assist with.

Project Name & Country / City: ____________________

New Build / Renovation / Current Stage / Purpose of Quotation: ____________________

Your Role & Approver for Artwork, Samples, and Specifications: ____________________

Installation Areas & Net Area per Zone / Estimated Purchase Quantity: ____________________

Number of Rooms, Floors, Corridor Dimensions & Drawing Attachments: ____________________

Product Type / Technical Specifications / Target Budget & Currency: ____________________

Design Files, Color References & Brand Requirements: ____________________

Required Testing, Certification, Class & Tender Clauses: ____________________

Sample Requirements & Approval Deadline: ____________________

Target Arrival Date, Installation Period & Partial Delivery Schedule: ____________________

Delivery Location, Trade Terms & Freight Forwarder Arrangement: ____________________

Packaging, Labeling, Spare Quantity & Other Requirements: ____________________

FAQ(Frequently Asked Questions)