Requesting a hotel linen quotation sounds simple: list the products, quantities and sizes, send the enquiry to several suppliers and compare the prices.
In practice, this can produce quotations that are difficult to compare.
One supplier may quote a 500 GSM bath towel while another assumes 600 GSM. One may price 100% cotton bed linen while another uses a cotton-polyester blend. Finished dimensions, weave, stitching, shrinkage, packaging, branding and delivery terms may also differ.
The prices may look comparable even though the products are not.
A clear hotel linen RFQ (Request for Quotation) helps solve this problem by giving every supplier the same specification to price against.
This guide provides a practical hotel linen RFQ template that hotels, resorts, serviced apartments, hospitality distributors and procurement companies can copy and adapt when requesting quotations.
If you are still deciding what products and constructions are suitable for your project, read our Hotel Bed Linen sourcing guide and Hotel Towels Wholesale guide.
What Is a Hotel Linen RFQ?
A hotel linen RFQ is a document or structured enquiry sent to potential suppliers asking them to quote against a defined set of product and commercial requirements.
An effective RFQ tells suppliers exactly what needs to be priced.
Depending on the project, this could include:
- Bed sheets
- Fitted sheets
- Duvet covers
- Pillowcases
- Towels
- Bath mats
- Pool and spa towels
- Bathrobes
- Duvets and pillows
- Mattress protectors
- Other hospitality textiles
The objective is not to create the longest possible document. It is to remove ambiguity.
Instead of asking:
“Please quote 5,000 hotel bath towels.”
A more useful request would be:
5,000 bath towels / 70 × 140 cm / 550 GSM / 100% cotton / white / specified construction / hotel logo embroidery / suitable for commercial laundry / defined packing requirement / delivery to specified destination.
The second enquiry gives suppliers a much clearer basis for costing and gives the buyer a better basis for comparing quotations.
Why Detailed Hotel Linen Specifications Matter
Descriptions such as “luxury hotel towel,” “premium cotton sheet” or “5-star hotel linen” are not precise technical specifications.
Different suppliers can interpret those descriptions differently.
A useful hotel linen specification should define measurable requirements such as fibre composition, finished dimensions, construction, weave, thread count where relevant, towel GSM, colour, finishing, shrinkage requirements, branding and packaging.
This matters because hotel textiles are operational products.
They need to perform through repeated use, laundering, drying, handling and replacement cycles—not simply look attractive when the first sample arrives.
A detailed RFQ helps buyers:
- Obtain more comparable quotations
- Identify differences between supplier proposals
- Reduce assumptions during sampling
- Establish what the approved bulk product should match
- Plan branding and packaging correctly
- Define testing or compliance requirements
- Reduce misunderstandings after production begins
It also creates a written reference that can follow the order from quotation through sampling, production and final inspection.
For additional guidance on selecting suppliers, see our Hotel Linen Suppliers guide.
Hotel Linen RFQ Template
The following template can be copied into an email, spreadsheet or procurement document and adapted to your project.
Buyer and Project Information
Company / Hotel Group:
[Insert]
Property / Project:
[Insert]
Country:
[Insert]
Delivery Destination:
[City / Country / Port]
Required Delivery Date:
[Insert]
Currency Required:
[USD / EUR / GBP / Other]
Requested Incoterm:
[EXW / FOB / CIF / DAP / DDP / Other]
Product Information
Product:
[Example: Bath Towel]
Quantity:
[Example: 5,000 pieces]
Finished Size:
[Example: 70 × 140 cm]
Fibre Composition:
[Example: 100% cotton]
Construction / Weave:
[Insert]
Thread Count / GSM / Fabric Weight:
[Insert where applicable]
Yarn Specification:
[Insert if required]
Colour:
[White / Pantone / approved colour reference]
Finish:
[Insert if applicable]
Stitching / Hem:
[Insert]
Closure:
[For duvet covers or pillowcases where applicable]
Branding:
[None / woven label / embroidery / jacquard / other]
Care Label:
[Required / not required]
Packaging:
[Bulk packed / individual bag / custom packaging / other]
Carton Requirements:
[Insert]
Performance and Quality Requirements
Intended Use:
[Hotel room / spa / pool / serviced apartment / institutional]
Laundry Method:
[On-premise / commercial laundry / outsourced laundry]
Wash Conditions:
[Insert if specified]
Shrinkage Requirement:
[Insert tolerance or required test]
Colourfastness Requirement:
[Insert if applicable]
Absorbency Requirement:
[For towels if applicable]
Other Performance Requirements:
[Insert]
Required Certifications / Compliance:
[Insert]
Inspection Requirement:
[Insert]
Sampling Requirements
Sample Required:
[Yes / No]
Sample Type:
[Existing / custom development / pre-production]
Number of Samples:
[Insert]
Sample Branding Required:
[Yes / No]
Sample Packaging Required:
[Yes / No]
Sample Approval Required Before Bulk Production:
[Yes / No]
Commercial Information Requested From Supplier
Ask the supplier to confirm:
- Unit price
- MOQ
- Sample cost
- Sample lead time
- Bulk production lead time
- Payment terms
- Quote validity
- Incoterm and named place
- Port or place of shipment
- Packaging included in price
- Branding included or quoted separately
- Testing or certification costs, if applicable
- Freight included or excluded
- Any deviations from the requested specification
- Production capacity
- Repeat-order lead time
Bed Linen Specifications to Include
Bed linen requires more detail than simply stating “100% cotton, 300 thread count.”
The specification should define the construction the buyer actually expects to receive.
Fibre Composition
Common options can include:
- 100% cotton
- Cotton-rich blends
- Cotton-polyester blends
- Other constructions suitable for the property’s requirements
Composition can affect hand-feel, laundering, drying, durability, maintenance and price.
Weave
Percale and sateen are commonly used for hospitality bed linen, but they provide different hand-feel and appearance.
Our Hotel Bed Linen sourcing guide explains these differences in more detail.
Thread Count
Thread count can be a useful specification when correctly defined, but it should not be treated as a complete measure of quality.
Fibre composition, yarn, weave, fabric construction and finishing also affect the performance and feel of bed linen.
Finished Dimensions
Do not rely only on descriptions such as:
- Single
- Double
- Queen
- King
Mattress and bedding dimensions can vary between countries, hotel groups and individual properties.
Specify the actual finished dimensions required.
For fitted sheets, include mattress depth and any allowance required for mattress toppers.
Construction Details
Depending on the item, define:
- Fitted or flat sheet
- Pocket depth
- Elastic requirements
- Duvet-cover closure
- Pillowcase style
- Seam construction
- Hem dimensions
- Decorative details
- Labels
You can also review the products and specifications Gallop handles on our Bed Linen & Bedding sourcing page.
Hotel Towel Specifications to Include
A hotel towel RFQ should include more than size and colour.
Product Type
Specify whether you require:
- Bath towels
- Hand towels
- Face towels
- Bath mats
- Pool towels
- Spa towels
Finished Dimensions
State the required finished dimensions for every item rather than relying on generic size descriptions.
GSM
GSM means grams per square metre and describes the weight of the textile per unit area.
It is useful when specifying and comparing towels, but higher GSM should not automatically be interpreted as better quality.
The appropriate GSM depends on factors including:
- Desired guest experience
- Drying time
- Laundry capacity
- Intended use
- Cost target
- Towel construction
Two towels with the same GSM can still perform differently because of differences in yarn, pile, construction, finishing and absorbency.
For more information, see our Hotel Towels Wholesale guide and Towel sourcing page.
Fibre and Yarn
Specify the required fibre composition and, where necessary, yarn or construction.
Do not assume that every cotton towel at the same GSM will provide identical softness, absorbency or durability.
Colour
If white is required, confirm the required shade or approved reference where consistency is important.
For coloured products, provide an agreed colour reference such as a Pantone where appropriate.
Branding
If the towel is branded, specify:
- Embroidery dimensions
- Logo artwork
- Thread colours
- Embroidery position
- Woven border requirements
- Jacquard branding
- Private labels
Branding should be included at the quotation stage because it can affect price, MOQ, sampling and lead time.
Commercial Laundry Requirements
Hospitality textiles are frequently subjected to professional laundering, drying, pressing and handling.
The construction should therefore be evaluated against the actual laundry environment in which the product will be used.
Before requesting quotations, tell suppliers whether the products will be processed through:
- An on-premise hotel laundry
- An external commercial laundry
- Tunnel washing
- Tumble drying
- Flatwork ironing
- Another specified process
Where known, provide relevant wash temperatures, drying conditions or other operational requirements.
A product that looks excellent before washing can behave differently after repeated laundering.
Depending on the product, buyers may need to evaluate:
- Dimensional change
- Colourfastness
- Appearance
- Seam performance
- Towel absorbency
- Puckering
- Fabric distortion
- Hand-feel after washing
For dimensional stability testing, ISO 5077 provides a method for determining dimensional change in textile fabrics and garments after specified washing and drying procedures.
Testing requirements should be agreed according to the actual product, destination market and buyer requirements rather than copied blindly from another specification.
Branding, Labels and Packaging
Branding and packaging requirements can affect both price and production lead time.
They should therefore be included in the original RFQ wherever possible.
Branding
Depending on the product, requirements might include:
- Logo embroidery
- Woven labels
- Printed labels
- Jacquard logos
- Custom colours
- Property-specific identification
Care and Identification Labels
Confirm requirements for:
- Label content
- Languages
- Fibre composition
- Care information
- Country-of-origin information
- Buyer-specific codes or identification
Labelling requirements can vary by destination market, so applicable legal requirements should be confirmed before bulk production.
Packaging
Specify whether you require:
- Bulk packing
- Individual bags
- Plastic-free packaging
- Bundles
- Retail-ready packaging
- Carton labels
- Barcodes
- SKU identification
- Custom cartons
Do not assume a supplier’s standard packaging will match your warehouse, distribution or operational requirements.
Quantities and MOQ
Instead of simply asking:
“What is your MOQ?”
Provide the actual quantity structure of the order.
For example:
| Product | Size | Colour | Quantity |
|---|---|---|---|
| Bath Towel | 70 × 140 cm | White | 5,000 |
| Hand Towel | 50 × 90 cm | White | 5,000 |
| Face Towel | 30 × 30 cm | White | 5,000 |
| Bath Mat | 50 × 80 cm | White | 2,500 |
This gives the supplier a clearer picture of the production programme.
Ask whether MOQ applies:
- Per product
- Per size
- Per colour
- Per construction
- Per custom design
Also ask about repeat-order quantities and lead times.
For hotels, hospitality groups and distributors, the ability to reproduce an approved specification consistently can be just as important as the price of the first order.
Request Samples Before Bulk Production
A written specification establishes what you want.
A physical sample helps establish what that specification actually looks and feels like.
For a new supplier or custom product, consider approving:
- Dimensions
- Fabric or construction
- GSM or fabric weight
- Colour
- Hand-feel
- Stitching
- Hems
- Labels
- Embroidery
- Packaging
Where laundering performance is important, the sample can also be evaluated after washing before bulk production is approved.
Record the approved sample or sample version clearly.
If something changes after approval, the change should be documented rather than handled informally.
Gallop’s sourcing process includes supplier coordination, sampling, production follow-up and quality control. You can see the process on our How We Work page.
Quality Control and Testing Requirements
Quality requirements should be established before production rather than discussed only when the goods are ready to ship.
Depending on the product and buyer requirements, checks may include:
- Finished dimensions
- GSM or fabric weight
- Fibre or composition documentation
- Colour and shade
- Workmanship
- Stitching
- Hems
- Labels
- Embroidery
- Stains or contamination
- Packaging
- Carton quantities
- Dimensional stability
- Other agreed performance requirements
If chemical-safety certification is required, OEKO-TEX STANDARD 100 is one widely recognized certification for textiles tested for harmful substances.
However, buyers should not assume that a product is certified simply because a supplier describes its production as “export quality.”
Ask:
Which product or facility is certified?
What exactly does the certification cover?
Is the certificate currently valid?
Does it apply to the product being quoted?
Different manufacturers can hold different certifications depending on the factory and product category. Gallop therefore works according to the requirements of each sourcing project rather than assuming the same compliance profile for every supplier.
Read more about our approach on the Gallop Quality page.
Pricing and Incoterms
A unit price without commercial terms can be misleading.
Every supplier should clearly state the basis of the quotation.
For example:
USD 4.80 per piece FOB Karachi
is commercially different from:
USD 6.10 per piece DDP buyer’s warehouse
even if the physical product is identical.
Ask every supplier to state:
- Currency
- Unit of measure
- Incoterm
- Named port or place
- Whether packaging is included
- Whether branding is included
- Whether testing is included or excluded
- Whether freight is included or excluded
- Whether duties and taxes are included or excluded where applicable
- Quote validity
- Payment terms
This reduces the risk of comparing quotations with different cost scopes.
For a broader overview of the sourcing and import process, read our guide on How to Import Textiles From Pakistan.
How to Compare Hotel Linen Supplier Quotations
Once quotations arrive, do not immediately choose the lowest unit price.
First confirm that the offers are actually comparable.
Check whether each supplier has quoted the same:
Product → Composition → Construction → Size → TC/GSM → Colour → Branding → Packaging → Quantity → Testing → Incoterm → Destination
If any of these differ, the price comparison may be misleading.
Then compare the wider commercial factors:
- Sample quality
- Production lead time
- MOQ
- Payment terms
- Compliance requirements
- Quality-control arrangements
- Repeat-order capability
- Communication
- Ability to reproduce the approved product consistently
This is one of the main reasons a detailed hotel linen RFQ is useful: it makes differences between supplier quotations much easier to identify.
If you are still at the supplier-selection stage, our Hotel Linen Suppliers guide explains what buyers should evaluate beyond price.
10 Common Hotel Linen RFQ Mistakes
1. Asking for “Hotel Quality”
Hotel quality is not a technical specification.
Define the product instead.
2. Comparing Prices Before Comparing Specifications
A lower price may simply represent a different product construction.
Normalize the specifications before comparing prices.
3. Using Only Thread Count to Select Bed Linen
Thread count is one variable, not a complete measure of quality.
Composition, yarn, weave, finishing and laundering performance also matter.
4. Using Only GSM to Select Towels
Two towels with the same GSM can differ in yarn, pile, construction, absorbency, finishing and durability.
5. Forgetting Finished Dimensions
Always provide actual measurements.
6. Ignoring Commercial Laundry Conditions
Hospitality linen should be evaluated for the environment in which it will actually be used and laundered.
7. Leaving Branding Until Production
Logo dimensions, placement, colours and labels should be defined and approved before bulk manufacturing.
8. Not Defining Packaging
Packaging affects costing, warehouse handling and distribution.
9. Not Asking Suppliers to Declare Deviations
Ask every supplier to clearly state any deviation from the RFQ rather than silently substituting another construction.
10. Approving a Sample Without Recording It
The approved sample should become part of the production reference.
Hotel Linen RFQ Checklist
Before sending your RFQ to suppliers, check that you have covered the following.
Product Specifications
☐ Product name
☐ Finished dimensions
☐ Quantity by product and size
☐ Fibre composition
☐ Construction or weave
☐ Thread count, GSM or fabric weight where applicable
☐ Colour or colour reference
☐ Stitching, hem or closure requirements
Performance Requirements
☐ Intended hospitality application
☐ Commercial laundry conditions
☐ Shrinkage or dimensional requirements
☐ Colourfastness or other testing where required
☐ Applicable certification or compliance requirements
Branding
☐ Logo artwork
☐ Embroidery or jacquard details
☐ Labels
☐ Care labels
☐ Colour references
Packaging
☐ Unit packing
☐ Bundle or carton packing
☐ Carton labels
☐ Barcodes or SKUs where required
Sampling
☐ Sample required
☐ Sample quantity
☐ Custom branding required on sample
☐ Sample approval procedure
☐ Wash or performance evaluation where required
Commercial Terms
☐ MOQ
☐ Unit price
☐ Currency
☐ Incoterm and named place
☐ Sample cost
☐ Production lead time
☐ Payment terms
☐ Quote validity
☐ Repeat-order lead time
☐ Freight inclusion or exclusion
☐ Requested delivery date
Quality
☐ Inspection requirements
☐ Agreed tolerances
☐ Testing requirements
☐ Supplier deviations disclosed
☐ Approved sample or reference recorded
How Gallop Helps Hospitality Buyers Source Hotel Linen
Not every buyer starts with a finished technical specification.
Sometimes the requirement is simply:
“We need bed linen and towels for 150 hotel rooms at a particular quality and budget.”
That is enough to start a sourcing discussion.
Gallop Sourcing works with international buyers sourcing textiles through manufacturing partners in Pakistan. Depending on the project, we can help structure the requirement, identify suitable manufacturing options, coordinate samples, follow production and manage quality control before shipment.
Our sourcing network covers bed linen and bedding, towels and other hospitality textile requirements.
If you already have an RFQ, send it to us.
If you don’t have one, send us the product, approximate quantity, destination and whatever specifications you already know. We can work from there.
SEND YOUR HOTEL LINEN REQUIREMENT
Frequently Asked Questions
What should be included in a hotel linen RFQ?
A hotel linen RFQ should normally identify the product, quantity, finished dimensions, fibre composition, construction, colour, relevant thread count or GSM, branding, packaging, performance requirements, sampling requirements, delivery destination and requested commercial terms. Buyers should also ask suppliers to disclose any deviations from the requested specification.
How do I compare hotel linen quotations from different suppliers?
First confirm that each supplier has quoted the same product specification and commercial scope. Compare composition, dimensions, construction, TC or GSM, branding, packaging, testing, quantity and Incoterm before comparing unit prices.
What GSM should I specify for hotel towels?
There is no single GSM suitable for every hotel. The appropriate weight depends on the intended use, desired guest experience, towel construction, laundering process, drying requirements and cost target. GSM should be evaluated alongside yarn, pile construction, absorbency and wash performance rather than used as a standalone measure of quality.
What thread count is best for hotel bed linen?
There is no universal thread count that is automatically best. Hotels should evaluate thread count alongside fibre composition, yarn, weave, finishing, hand-feel, laundering performance and cost. The most suitable construction depends on the property’s operational requirements.
Should hotels request samples before ordering linen in bulk?
For a new supplier or custom specification, sample approval is strongly recommended. Buyers can check dimensions, construction, colour, stitching, branding and packaging before bulk production. Where relevant, samples can also be evaluated after laundering.
Should commercial laundry requirements be included in the RFQ?
Yes. If the linen will undergo professional or industrial laundering, tell the supplier how the product is expected to be processed and identify any required performance criteria. This helps suppliers propose an appropriate construction and gives buyers a basis for evaluating samples.
Can hotel linen be custom branded?
Yes. Depending on the product and manufacturer, options can include embroidery, woven labels, jacquard branding, custom colours and buyer-specific packaging. Branding requirements should be included in the RFQ because they can affect sampling, MOQ, price and production lead time.
What if I don’t know all my hotel linen specifications?
You do not need to invent technical specifications. Start with the products, intended use, approximate quantities, desired quality level, destination, budget where available and any reference products. Gallop can then help structure the sourcing requirement before approaching suitable manufacturers.