What to put in an amenity supplier brief or RFP

Open with who you are and what you need

Start with two short paragraphs: your property or group, number of rooms, locations and segment, and the products in scope (bath amenities, dispensers, slippers, kits). State the timeline: decision date, first delivery and any pre-opening deadline. Suppliers price very differently when they know the picture.

Keep the tone plain and direct. A brief that reads like a legal document invites cautious, generic replies. Write it as you would explain the project to a colleague you respect, and suppliers will usually respond in kind.

Make clear that the brief is confidential and that you will share the outcome. Suppliers who know the process is fair tend to offer their best terms first. Acknowledge every reply promptly, including the ones you decline, and keep a single contact person at the hotel for questions so that all suppliers receive the same answers at the same time.

Volumes and phasing

Give estimated annual volumes per product and the likely monthly pattern. If you are opening in phases or running a pilot first, say so. A supplier who sees 12,000 units per year behaves differently from one told 'around 500 to start'. Be honest about the range and mark any numbers as estimates.

If you buy for several properties, provide a table with each location, room count and delivery address. Say whether deliveries will be centralised or direct, because that changes freight cost significantly and affects the supplier's planning.

Product requirements

Link to your specification, or list formats, sizes and fragrance direction.
Ask for ingredient lists and labelling details for each product.
Ask which packaging is recyclable, with evidence.
State whether you need custom labels, private branding or a bespoke fragrance. See private label for how that typically works.

Ask suppliers to confirm in writing what is standard and what is custom, and to note the extra time and cost of anything custom. This single question separates a clear quote from a vague one. Do not accept 'to be discussed' for core items.

Samples and approval

Say how many samples you need, for which products, and by when. Define who approves them and how, ideally against a scorecard. Ask for a production sample before the first bulk order, and state that bulk must match it.

Ask for a sample timeline in the response. If a supplier cannot say when samples will reach you, it is a hint about how production planning will go. Consider also whether sample charges are refundable against a first order, and state your preference.

Commercial terms to request

Price per unit at stated volumes, plus freight and taxes shown separately.
Minimum order quantity and lead time.
Payment terms and validity of the quote.
Replacement policy for damaged or non-conforming goods.
Price review mechanism for longer agreements.

Request a breakdown of what is included in the unit price: product, packaging, labelling, carton, and whether pumps or fittings are separate. This lets you compare like with like, and spot where one supplier has quietly left out an item.

Support and references

Ask what help the supplier provides: installation of dispensers, staff training, refill packs, reorder reminders. Request two or three references from comparable hotels, and call them. Ask about the supplier's quality checks and how complaints are handled.

Ask about continuity as well: what happens if a component is discontinued, how much notice you will get of a formula or packaging change, and how long they hold your approved artwork on file. Continuity is easy to forget and painful to discover late.

Scoring the responses

Decide the weights before the quotes arrive. A common split is product quality and fit, total cost, reliability and lead time, and support. Score each supplier out of ten on each, multiply by weight and total. Keep notes on why. When you are ready to send, we are glad to respond to a brief; you can start with samples and a quote.

Common mistakes in briefs.

Asking for quotes without volumes.
Leaving out freight and taxes, then discovering them later.
Changing the specification midway so quotes no longer match.
Sending the brief to ten suppliers and having no time to assess them.
Choosing on price without checking samples first.

Questions on this topic

How many suppliers should I invite?

Three to five is usually enough. More creates work without improving the decision.

Should the RFP state my budget?

A target range helps suppliers propose suitable options, but you can leave exact figures out.

How long should suppliers have to respond?

Two weeks for quotes is common, longer if samples must be made.

Keep reading

Looking for supply? See Hotels & resorts, browse the product range or request samples.