Furniture sourcing brief & RFQ template.

Turn room ideas and reference images into an itemised furniture enquiry. Record what you know, leave clear questions for the supplier, and compare replies against the same requirements.

Build my sourcing brief See a filled example Send a sourcing enquiry

Reference images and a partial list are enough to begin. Budget and unfinished specifications can stay optional.

Reference photograph · Separate doors, drawers, glass and open compartments.

YOUR WORKSHEET

Build your furniture RFQ

Separate your requirements, supplier replies and later decisions. Keep unknown specifications visible instead of treating reference images as approval.

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This worksheet does not submit your entries. Save a JSON backup to reopen your work, or export CSV / print a PDF to attach to an enquiry. Closing or reloading without saving clears your entries.

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A completed RFQ is a requirements record. It does not place an order or approve production.

Set the purchasing scope, then list furniture by room.

Give each item a Product ID and record its room, quantity, purpose and known dimensions. Reference images explain the intended look; keep undecided details marked To confirm.

State what the budget covers: furniture alone, or also curtains, lighting, mattresses and other furnishings. Separate existing items, items outside this purchase and items to quote, so a room renovation budget is not mistaken for the furniture budget.

Reference photograph · Specify bed storage, support hardware and drawers.

Reference photograph · Define the worktop, side panel and opening interfaces.

Reference photograph · Identify the substrate, surface and sample reference separately.

Specify each part of the furniture.

Cabinet bodies, doors, backs, visible surfaces and hardware may use different materials. Record the part, material, required dimensions or thickness, finish, colour code and hardware quantity separately. For a sofa, describe modules, upholstery coverage and functions.

List shaped doors, open shelves, corners, worktops and lighting separately. Ask the supplier to identify the pricing unit and the parts covered; a price per square metre or per set is not enough to compare configurations.

Reference photograph · List dining tables and chairs separately.

Reference photograph · List baskets, runners and hanging accessories individually.

Separate requirements from acceptable alternatives.

Identify essentials and choices that may change within the budget. Keep a supplier’s alternative material, size or configuration in the response fields, with its differences and any effect on price or timing.

Reference images, an initial brief, a quotation and an approved specification are different records. A total price does not confirm every specification.

Reference photograph · Separate worktops, cabinets and customer-supplied equipment.

Reference photograph · Record wardrobe doors, drawers and overall configuration.

Include customer-supplied parts and service requirements.

For handles, hardware, worktops or other materials supplied by you, record the provider, model, arrival date and dimensions needing coordination. Confirm who prepares openings, who installs the part and any separate charge.

Request a separate reply for samples, drawings, packing, transport, upstairs handling, carry-in, installation and packaging removal: included, additional, to quote or not applicable. If a free accessory allowance has conditions, ask for the actual quantity and conditions.

Reference photograph · Specify open shelving, drawers and floor clearance.

Reference photograph · Coordinate cabinet openings with customer-supplied equipment.

Compare replies against the same revision.

Keep Product IDs, quantities, units, quotation currency, dates, validity and exclusions. Flag differences in specification or service scope and resolve them before comparing prices.

Export the brief and supplier response sheet to continue the discussion with Arcaya. Keep a version and open questions for each update. Where packing data is unknown, do not substitute the furniture’s unpacked dimensions for final outer packing measurements.

Reference photograph · Describe the chair frame and upholstery coverage.

Reference photograph · List electric controls and connection points.

Example

Illustrative entries only. These are not confirmed configurations or quotations.

Product / room	Purchasing requirements	To confirm separately
LR-01 / Living room	Modular sofa × 1; module sizes and fabric range pending	Image A; upholstery coverage; packing and installation scope
BR-01 / Bedroom	Wardrobe × 1; separate body, door and back specifications	Customer-supplied handles; openings, installation and fees awaiting reply

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Common questions

Can I start with reference images only?

Yes. Add the image or link, room and quantity, then mark missing dimensions and materials To confirm.

Do I need a final budget and specification?

Start with what you know. Budget is optional, and missing details remain listed in the summary.

How do I record an alternative from a supplier?

Keep it in the supplier response and change fields, alongside your original requirement. Identify the configuration you eventually accept.

Send your sourcing brief to Arcaya.

Export your furniture list as CSV, or use Print summary in the worksheet and save it as a PDF. Open the enquiry form and attach the file together with your reference images or plans.

Include your delivery country and city, preferred timing, and budget range if known. You can also start with a partial list and mark unfinished details as To confirm.

Send My Sourcing Brief

The enquiry form opens in a new tab. Your worksheet and files are not sent automatically; attach your CSV or PDF there and submit the form. Keep the JSON backup if you want to reopen and edit this worksheet later.