Short answer: A useful outdoor furniture RFQ must define the project, item schedule, dimensions, materials, finishes, performance requirements, quantities, sample process, packaging and delivery scope. Reference photos alone are not enough. Ask every supplier to price the same written specification and list every assumption and exclusion.
A vague inquiry may produce a fast number, but not a reliable comparison. One supplier may price a lighter frame, another may exclude cushions, and a third may assume neutral packaging or a different shipping term. A structured request for quotation turns design intent into an auditable purchasing brief.
1. Define the project and use environment
Start with the information that changes product construction and logistics:
- property type: hotel, resort, restaurant, café, club, residential development or retail;
- installation area: poolside, beachfront, rooftop, terrace, balcony, garden or covered outdoor space;
- project country and delivery destination;
- expected occupancy and frequency of use;
- exposure to sun, rain, salt air, wind, chlorine or freeze-thaw conditions;
- target delivery window and whether installation will be phased.
Do not ask a supplier to infer exposure from a mood board. A coastal pool deck and a covered restaurant terrace can require different frames, fasteners, finishes, fabrics and care plans even when the visual style is similar.
2. Attach an item and quantity schedule
Assign each product a unique item code. Record the area, description, dimensions, quantity and reference drawing. Separate dining chairs, armchairs, bar stools, lounge seating, sun loungers, tables, side tables and umbrellas rather than requesting one package price.
| Field | Example format | Why it matters |
|---|---|---|
| Item code | OD-CH-01 | Connects drawings, finishes, samples and cartons |
| Area | Pool terrace | Clarifies exposure and operating use |
| Dimensions | W × D × H; seat height | Prevents visual-reference assumptions |
| Quantity | Pieces or sets | Determines MOQ, price and loading |
| Finish code | Frame / weave / fabric | Controls variation and approval |
| Drawing status | Concept / tender / approved | Signals how firm the specification is |
3. Write a product specification for every item
For frames, identify the material, section or construction expectation, finish system and visible weld requirements. For woven or rope products, state material type, profile, colour reference and pattern. For cushions, define fabric, colour, foam construction, removable-cover requirement, closures and drainage expectation. For tables, identify the top material, edge profile, thickness, base construction and leveling needs.
If a specification remains open, label it “supplier proposal required” and ask the supplier to identify the offered material. Never let an unmarked assumption become the approved specification.
You can use SOLAIREVA product collections to establish product families, then request the technical and packing details for selected models.
4. State performance and testing requirements
“Commercial grade” is not a test requirement. State the destination market, intended use and the exact standard or project requirement that applies. For example, EN 581 covers aspects of outdoor seating and tables for camping, domestic and contract use in Europe; the applicable part and current edition should be confirmed for the project. BIFMA also published an Outdoor Furniture Whitepaper in 2025 for evaluating products used outdoors.
Ask what evidence is required: a current test report for the proposed model, a test plan, material documentation, or buyer-arranged third-party testing. A report for a visually similar product should not automatically be treated as evidence for a changed frame, dimensions or construction.
Standards and legal obligations vary by market and application. Confirm the current requirements with a qualified laboratory, specifier or local adviser before placing the order.
5. Define the sample and approval path
State whether you need a material sample, colour sample, pre-production sample or full product sample. The RFQ should say:
- which attributes the sample must prove;
- who pays sample and courier costs;
- how comments will be recorded;
- whether approval affects price or lead time;
- which signed sample, drawing and finish references control production.
A sample is only useful when the final approval becomes part of the production specification. Photograph and code every approved finish, but retain physical references where colour, texture or weave is critical.
6. Request packaging and loading data
Outdoor furniture price comparisons can change after packing is known. Ask for units per carton, carton dimensions, gross and net weight, stackability, assembly status, hardware protection, carton marks and estimated container loading quantities by SKU.
Clarify whether the quote includes retail cartons, project labels, assembly instructions, spare hardware or neutral export packaging. If several models will share a container, request a provisional mixed-loading plan. Review the related guide to outdoor furniture MOQ and mixed-container planning.
7. Fix the commercial and delivery assumptions
- quotation currency and validity;
- MOQ per SKU, finish, material batch and total order;
- sample, tooling, development and testing charges;
- payment terms and production lead-time trigger;
- Incoterm, named place or port, and Incoterms® version;
- included export documents and excluded charges;
- warranty scope and procedure for documented defects;
- spare-parts or replacement-component availability.
Use our FOB vs EXW guide to make the delivery scope explicit. A unit price cannot be compared fairly until the quoted Incoterm and packing basis match.
8. Require a structured supplier response
Ask suppliers to return the same line-item schedule with unit price, MOQ, lead time, packing data and compliance status against each requirement. Add three response columns: “complies,” “deviation,” and “clarification required.” Require written alternatives rather than silent substitutions.
The supplier should also identify what is not included, which information is provisional and which decisions are needed before a firm quote. This creates a clear route from budget estimate to sample and production order.
Copy-and-send RFQ checklist
- Project type, site, destination and target date
- Item schedule with codes, areas and quantities
- Dimensioned drawings or clearly labeled reference dimensions
- Frame, weave, rope, fabric, foam and tabletop specifications
- Finish and colour references
- Use environment and maintenance expectations
- Applicable standards, testing scope and evidence required
- Sample and approval sequence
- Packaging, labels, carton data and loading estimate
- MOQ and mixed-order requirements
- Incoterm, named place/port and version
- Price breakdown, exclusions, validity, payment and lead time
Frequently asked questions
What should an outdoor furniture RFQ include?
Include project context, item schedule, dimensions, construction, materials, finishes, quantities, testing, approvals, packaging and delivery assumptions.
Can I request a quote using only reference photos?
Photos can start the conversation, but they do not define hidden construction, exact materials, dimensions, performance or delivery scope. Add written requirements and mark assumptions.
Should testing requirements be included?
Yes. State the market, intended use, exact requirement and evidence expected. Confirm current standards with a qualified adviser.
How many suppliers should use the same RFQ?
Every supplier being compared should receive the same revision. Record later clarifications and issue them consistently so the comparison basis remains aligned.
Turn your brief into a comparable quotation
Send your item schedule, destination, quantities, drawings and finish references. The SOLAIREVA project desk can identify missing product and packing information before quotation.
Send your RFQ Official contact page →