What to Include in a Home Textile RFQ

A request for quotation (RFQ) is most useful when it describes the product and the conditions it must meet—not just the item name and an estimated quantity. Clear information helps a supplier assess whether the specification can be sourced, identify any points that need clarification and prepare a more comparable quotation.

Before sending an RFQ, gather the details below. If some requirements are undecided, mark them as provisional and explain when they will be confirmed. You can also use our RFQ checklist to organise the information.

1. Identify the product and its intended use

State what you are sourcing, how it will be used and who will use it. For example, distinguish retail bath towels from towels intended for hotel laundering, or domestic bed linen from linen for a hospitality contract. Intended use can affect fabric choice, construction, finishing, performance requirements and packaging.

List each product as a separate line item, even when items belong to one collection. For a set, describe every component and its quantity. If you are sourcing towels, specify the type and intended application; for bedding, identify the item, such as sheets or duvet covers. Browse relevant towel and bed linen categories to help define the product.

2. Give a complete material and construction specification

Describe the fibre content and the construction you require. Depending on the product, useful details may include yarn type, fabric construction, weave or knit, pile, fabric weight, and whether the fabric is woven or knitted. State the permitted fibre blend as a percentage where relevant, rather than using a general term such as “cotton-rich”.

For finished products, include construction details that affect use and appearance: seam type, hems, selvedges, stitching, closures, corner construction, labels or other components. If you have a reference sample, technical sheet or photograph, attach it and explain which characteristics are essential. A visual reference alone may not define fibre content, weight or dimensions, so list those separately where you can.

For more information on common textile inputs, see materials and fabric options.

3. Specify dimensions, tolerances and measurement method

Provide finished dimensions for each item and identify the unit of measurement. For fitted sheets, include the mattress dimensions and required pocket depth. For curtains, specify panel width and drop, and explain whether measurements refer to the finished panel or the window. For towels, list the required dimensions and any tolerance your quality plan allows.

State how dimensions should be measured, particularly if the fabric may change after washing. Clarify whether measurements apply before or after any specified wash or finishing process. If tolerances are important, state the acceptable range rather than expecting a supplier to infer it.

4. Describe colour, design and finishing

Identify colours with a recognised reference where possible, such as a Pantone code or an approved physical swatch. Provide artwork or placement files for prints, embroidery or other decoration, along with the required scale, position and colour count. Explain whether a supplied reference is a target or an exact approval standard.

List required finishes and performance characteristics, such as softness, absorbency, opacity, shrinkage limits or colourfastness, where applicable. Avoid relying on undefined terms such as “premium feel”. If a test method or acceptance limit matters, name it in the RFQ or attach the relevant test protocol. See our quality information when preparing inspection and testing requirements.

5. Set out quality and compliance requirements

Explain how you will assess the goods. Include any inspection stage, sampling approach, defect classification or test requirements that your team expects the supplier to follow. If you have an existing quality manual, send the relevant sections and identify which requirements apply to the order.

List any legal, market or buyer-specific requirements that apply to the product, destination or intended use. Be precise about required documents and the scope they must cover. OEKO-TEX, GOTS, ISO and other certifications are available from certified mills on request, per order. State the specific requirement and ask for confirmation of availability and applicable scope for the proposed order; do not assume a certification applies to every product or production run.

6. Provide quantities, assortment and repeat-order context

Give the expected quantity for each style, size and colour, not only a combined total. If quantities are forecasts rather than a firm order, label them clearly. Include the expected range for an initial order and any likely repeat-order pattern if known. This context helps a supplier understand the programme without treating an estimate as a commitment.

For a colour or size assortment, include a breakdown in a table. State whether substitutions are acceptable and whether all variants must meet the same specification. Minimum order quantities and production feasibility depend on the product, materials, colours and specification, so ask for confirmation against your particular requirements rather than assuming a standard MOQ.

7. Explain packaging and labelling

Describe the packing unit and presentation required: for example, individual retail packing, a set, a bulk carton or another specified format. Include packaging material, printed artwork, barcode or label details, carton marks, quantities per pack and any restrictions on plastic or other materials. If artwork is not ready, say when it will be supplied and whether it is a condition of production approval.

Clarify what information must appear on product labels, packaging and shipping marks, and provide the correct files or text where available. Make sure packaging requirements match the destination market and your own distribution process.

8. State destination, delivery and commercial basis

Give the destination country and delivery point, your preferred shipping window and any important dates, such as a launch or seasonal deadline. State the requested Incoterm and named place. NOVRIN TEXTILES quotations are on an FOB Karachi basis; include your destination and timing requirements so the quotation can be discussed in the right context. Do not assume an estimated production or transit time until the specification and order plan have been reviewed.

Include the currency you prefer, payment expectations and any buyer onboarding or documentation requirements. If the order is linked to a tender or contract, identify applicable terms and send the relevant documents. For an outline of the sourcing process, see our sourcing process guide. how we work.

9. Request samples and explain approvals

Say whether you need a fabric cutting, colour lab dip, development sample or finished-product sample. Identify the specification the sample must represent and who will approve it. If you require an approval sequence, such as colour approval followed by a pre-production sample, list each stage and the decision-maker.

The buyer pays the sample cost and courier charge; these are credited against the first order. Share the delivery address and contact details for sample dispatch, and allow time for review and any revisions before a required production date.

10. Make the RFQ easy to answer

Attach a product schedule, specification sheets, artwork, reference images and applicable quality or compliance documents. Use consistent item codes and label each attachment. Separate mandatory requirements from preferences, and list open questions that you want the supplier to confirm.

Finally, give the RFQ response deadline and contact person, then invite the supplier to flag assumptions or information gaps. For a sourcing enquiry, submit the product details through request a quotation. A well-prepared RFQ does not need to settle every detail at the outset; it needs to make the known requirements clear enough for a useful, transparent discussion.