Checklist for Hotel Linen Procurement: Essential RFQ Inclusions

July 18, 2025

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Creating a complete RFQ for hotel linens can prevent misunderstandings and make the buying process smoother. It also helps suppliers quote more accurately and ensures that the product meets expectations. Whether managing procurement for a large hotel or a small hospitality chain, the points below cover what to include in a professional RFQ.

Why a Clear RFQ Matters

An RFQ is more than just a list of items. It acts as the foundation for supplier communication. When the details are clear, it reduces the need for back-and-forth emails. It also helps buyers avoid receiving the wrong products, missing deadlines, or getting unexpected costs.

What to Include in a Hotel Linen RFQ

Product Types

Start by listing the types of linens needed. Use clear names that match industry norms. Common items include:

Flat sheets
Fitted sheets
Pillowcases
Duvet covers
Bath towels
Hand towels
Washcloths
Bathrobes
Mattress protectors

Each type should be listed separately with its own specifications. This is especially helpful when sourcing different categories like wholesale hotel bed linens for guestrooms and bulk hotel towels for guest bathrooms.

Sizes and Dimensions

Always give specific measurements. Use centimeters or inches, and be consistent. If sizes follow local bed standards, note that too.

Example:

Flat sheet: 240 cm x 275 cm
Pillowcase: 50 cm x 75 cm with 5 cm flap

Material Composition

List the fabric type and fiber content. Options often include:

100% cotton
Cotton-polyester blends
100% polyester

If unsure, request guidance from the supplier based on usage needs, guest expectations, or washing frequency.

Thread Count or GSM

Thread count applies to sheets and pillowcases. GSM (grams per square meter) applies to towels and robes. These numbers help determine the fabric’s softness, thickness, and durability.

Common ranges:

Sheets: 200 to 400 thread count for standard hotels
Towels: 400 to 600 GSM

Try to avoid vague terms like “high quality.” Use specific, measurable details.

Color and Finishing

White is the most common choice. For colored linens, provide a color reference or Pantone code. Mention finishing needs, such as satin stripes, embroidery, or logo placement.

White fabrics are easier to clean and bleach. Suppliers often keep white in stock, which may help reduce lead time.

Quantity per Item

Give estimated quantities for each item. This helps suppliers plan material usage and confirm if the order meets their minimum quantity.

Example:

500 flat sheets
400 duvet covers
300 bath towels

Also ask about the minimum order quantity (MOQ) for each product type.

Packaging Requirements

State whether linens should be packed in bulk or individually. Note if any labeling is needed on each unit or carton. Common packaging choices:

Polybags
Printed cartons
Custom tags or barcodes

Delivery Details

Include the preferred delivery timeline and destination. Add whether the shipment is under FOB, CIF, or DDP terms. Mention the port or delivery location.

Example:

Delivery within 30 to 45 days
CIF Port of Los Angeles

Sample Requests

If the supplier is new or the product is customized, request samples before placing a full order. Testing samples helps avoid mistakes in size, fabric, or color.

Certification and Compliance

Some countries or hotel groups require safety or quality certifications. Include any required documentation in the RFQ.

Examples:

Check with the import country or purchasing policy to confirm what’s needed.

Payment Terms

Payment terms vary based on order size and supplier policy. List preferred options, such as:

30 percent deposit, 70 percent before shipment
Letter of credit
Net payment terms for returning buyers

Make sure terms are agreed in writing before confirming the order.

hotel linen RFQ

FAQs

What if the buyer is new to hotel linen sourcing?

Start with small batches or samples. Request supplier certifications. Write clear specifications to avoid confusion.

Should the RFQ mention budget?

Only if the budget is fixed. Otherwise, wait to compare prices across suppliers.

What if the supplier offers a very low price?

Ask detailed questions. Confirm fabric specs, size, weight, and packaging. Low price often means lower quality or hidden fees.

What are the biggest mistakes in RFQs?

Omitting size, weight, or packaging. Using general terms like “good quality” without specific numbers. Forgetting to request certifications or delivery terms.

Conclusion

A strong RFQ helps reduce delays, errors, and wasted costs. It also shows suppliers that the buyer is serious and organized. Start with the checklist above, and adjust it based on the hotel’s brand level, location, and guest expectations.