How to Prepare an Office Furniture RFQ: A Buyer's Checklist

An office furniture request for quotation, or RFQ, works best when it gives suppliers the same purchasing brief. A photograph and quantity do not define dimensions, materials, included storage, packing or delivery responsibilities. Those details determine whether two quotations describe the same order.

Use the checklist below to prepare an enquiry for office desks, workstations, meeting tables, file cabinets, reception desks, partitions and related panel-style furniture. Chairs and sofas are outside the product scope of this guide.

Identify the buying role and purpose

State whether you are enquiring as an importer, distributor or reseller. Identify whether the furniture is for showroom display, an initial assortment or resale stock. Include the target market, destination, model references, quantities and purchasing stage.

Separate a requested completion date from a confirmed supplier commitment. If the office must open by a certain date, say so, but ask the supplier to confirm production, transport and installation responsibilities before treating the schedule as agreed.

Build an RFQ table with one row per required item

Give every item a reference that remains the same across your floor plan, enquiry and quotation. The table can be a spreadsheet or a clear list. Use “please confirm” for missing facts instead of filling gaps with assumptions.

For a workstation group, clarify whether the quantity means individual working positions or complete groups. For a desk arrangement, identify storage and side tables separately unless the supplier confirms they belong to a defined set.

Define the furniture included in the price

A room image may show several furniture pieces and accessories. Mark which items you want quoted and which are only visual references. Ask the supplier to return an itemised list so that omissions and additional components are visible.

For desk layouts, browse BG's executive office furniture as a starting point, then identify the desk and storage pieces you need. For shared spaces, the workstation range can help you describe the desired arrangement. Category images are references: ask BG to confirm the selected model, dimensions, materials and included components. Wood-tone appearance alone does not confirm solid wood or the underlying board material.

Attach a usable room plan

Provide a measured drawing when available. Show room boundaries, doors, windows, columns and the proposed furniture locations. Mark access routes and any fixed power or data points relevant to the layout. Distinguish measured dimensions from estimates.

Ask the supplier to identify the dimensions used in its proposal. Confirm overall furniture size, orientation, storage access and the arrangement of adjoining pieces. Do not read furniture dimensions from image proportions or model-name numbers.

Compare specifications before comparing totals

Ask each supplier to describe the quoted configuration in writing. Compare the table top, panels, supports, storage, screens and hardware included in each offer. If a material, thickness or finish matters to your project, state the requirement and request confirmation for the selected model.

Separate mandatory requirements from preferences. Ask what model-specific documents are available. A general company statement does not confirm every product's specification or performance.

Keep unconfirmed items visible in the comparison sheet. A lower total cannot be compared fairly when it excludes components included in another quotation.

Clarify packing, delivery and assembly

Ask for the packing information applicable to the final configuration: package count, packed dimensions, weight and identification of components. Request available assembly instructions and clarify who will receive, move and assemble the furniture.

Give the delivery point precisely enough to discuss access and responsibility. If you need transport or other services quoted, list them separately and ask what is included. Confirm applicable shipping terms and supporting documents with the parties responsible; do not treat a destination address as an agreement to deliver or install there.

Questions buyers often ask

Can I send an RFQ without confirmed dimensions?

Yes. Explain which measurements are missing and provide the available room information. Ask for suitable options and a specification check. Keep the enquiry provisional until the relevant dimensions are confirmed; a reference photograph alone should not become an approved order specification.

Should I request a minimum order quantity or delivery time?

Ask for both as quotation-specific terms. State your required quantity and preferred schedule, then request the supplier's confirmation. Do not copy figures from another model or assume that an earlier quotation still applies.

How do I compare finishes shown on a screen?

Use images to explain your preferred appearance, then ask how the proposed finish can be identified and confirmed. Screen images do not establish the material specification. Record the agreed finish reference in the quotation or order documents.

What should change when a supplier proposes an alternative?

Ask the supplier to identify the alternative model and every relevant difference in the itemised offer. Update the comparison sheet rather than silently replacing the original request. Confirm the revised configuration before approving it.

Send one complete brief and keep its revision

Your enquiry can start with: “Please quote the attached furniture schedule for our project in [country/city]. Confirm the model, dimensions, materials, included components, packing and commercial terms for each line. List alternatives and exclusions separately.”

Name the brief and date it. When the quantity, layout or specification changes, send a revised version so everyone compares the same request. To discuss BG's panel-style furniture, contact BG Office Furniture with your item list and room plan. Ask for confirmed specifications and an itemised quotation before making your final selection.