Bedding RFQ Checklist: Get Comparable Quotes from Manufacturers

A bedding RFQ, or request for quotation, gives every supplier the same product requirements and quantity list. That makes prices easier to compare: a duvet cover alone is a different offer from a set that includes pillowcases, branded packaging and inspection.

Give the request a reference number, revision and response deadline. State your target market, sales channel and intended household use. Ask suppliers to price your specification and show alternatives separately.

Define what one unit includes

List the pieces and quantities in each retail unit. For a sheet set, name the sheets and number of pillowcases. For a duvet cover set, say whether the insert is included.

Assign a SKU, or item code, to each size and color combination. Show the quantity for each, along with the total. If you want several price tiers, send the same quantity schedule to every supplier and say whether it is an estimate or a confirmed requirement.

Ask how the minimum order quantity, or MOQ, applies: per fabric, design, color, size or whole order. Check carton multiples and any permitted quantity variation at the same time.

Describe the product in measurable terms

Use the following fields as the main specification. Add a supplier-response column for confirmations, proposed changes and unanswered questions.

An identified swatch can explain the color or feel you want. State what it represents: a color sample does not necessarily specify the fabric or finish. Words such as “premium” and “soft” need a physical reference or a clearer description.

Where you need the supplier's advice, mark the field as a proposal request. Keep proposed material or construction changes separate from the original quotation, with their price effects shown.

Include care, tests and inspection costs

Provide the proposed consumer care instructions. If you need testing, agree on the method, conditions, acceptance criteria and report requirements. The report should identify the tested sample. “Wash tested” is not enough information to compare results; AATCC's laundering guidance explains the role of consistent equipment and materials.

For production inspection, specify the stage, scope, responsible party and reporting requirements. Include the agreed defect definitions and sampling plan where applicable. Ask who pays for testing, inspection, corrections and reinspection.

Request supporting documents for any certification or product claim you intend to use. Have the person responsible for your target market check label wording before releasing the artwork. Sample approval and inspection of the finished order remain separate steps.

Request a full commercial breakdown

Alongside the product specification, ask for:

• Currency, unit price, quantity, quotation validity and payment milestones.
• Separate sample, artwork/setup, packaging, testing and inspection charges.
• Delivery basis and named location, with transport, handling, insurance and other included or excluded charges.
• Sample and production schedules, including what starts each period: payment, material booking, artwork approval or sample approval.

Production completion and delivery to your destination are different dates. A collection price at the factory also covers a different scope from a delivered price. Make those differences visible before comparing totals.

Resolve differences before choosing a quotation

Create one comparison row per supplier and SKU. Use the same specification revision, quantity and delivery basis. Multiply the unit price by the quoted quantity, then show separately quoted charges alongside the product subtotal.

For a large price difference, check the fabric, dimensions, piece count, packaging and testing first. Leave missing charges marked as unresolved until the supplier confirms them. Request one final response that incorporates agreed changes and closes open questions.

If you are still building a supplier shortlist, the guide to choosing a bedding sets manufacturer covers that earlier decision.