01What to prepare before sending an inquiry
| Information | Why it matters | If you don't have it |
|---|---|---|
| Product list and quantities | Determines the quote and MOQ | Room types and room count alone are fine; we list the usual setup by room type |
| Specification requirements | The same product name can vary widely in price with different specifications | Write what you know, and choose standard options for the rest |
| Delivery time and place | Determines whether the timing works and how goods ship | At least the opening month and city |
| Brand requirements | Logo and packaging affect price and MOQ | Say whether you have any; details can follow |
| Budget direction | Helps choose the right tier | A target unit price or total budget both work |
02Understanding quotes: trade terms
For the same goods, different trade terms mean the price covers different things. When comparing quotes, first check that the terms match.
| Term | How far the quote covers | The rest is handled by you |
|---|---|---|
| EXW | Delivered at the factory | Domestic transport, export customs, sea freight, import clearance, delivery |
| FOB | Goods loaded on the ship at the export port | Sea freight, insurance, destination clearance and delivery |
| CIF | Goods delivered to the destination port (sea freight and insurance included) | Destination clearance, duties and delivery |
| DDP | Delivered to the named place (customs clearance and duties included) | Receiving; whether DDP is possible is confirmed separately per destination country |
Also check on the quote: currency (USD or RMB), validity period, whether logo and packaging costs are included, and sample fees.
03Payment terms
- The usual method is telegraphic transfer (T/T): a deposit on ordering, with the balance before shipment or against a copy of the bill of lading. The exact split is agreed in the contract.
- For larger amounts, a letter of credit (L/C) is also possible, with more paperwork and cost.
- Before paying, check that the company name on the receiving account matches the seller in the contract.
04Samples
- Ask who pays the sample and courier fees, and whether they can be credited against the bulk order.
- Samples sent by international express usually take about a week, depending on the country.
- When you receive samples, confirm the specifications in writing or note the changes you want. Place the bulk order only after approval.
For how to approve samples and keep bulk goods on spec, see "After samples are approved, how do you keep bulk goods consistent with the samples?"
05Inspection
- Spot checks before shipment, with inspection photos provided.
- You can also have a third-party inspection company check at the factory; the buyer usually pays for this.
- Which items are checked and what the pass standard is are written into the contract before ordering.
06Shipping & customs
- Shipping method: full containers by sea for large volumes, LCL for smaller ones, and air freight for urgent small batches.
- Customs clearance is done in your country and usually needs importer details (such as a tax number) and a clearing agent.
- Ask your clearing agent early which documents they need; common ones are the commercial invoice, packing list, bill of lading and certificate of origin.
07How much time to allow
For standard products we recommend starting 3–4 months before opening; with customization or several categories, 4–6 months ahead. For how to plan backward in detail, see "How far ahead of a new hotel opening should you start buying supplies?"
08How to judge whether a supplier is right
- Itemized quotes: each item states specification, unit and unit price, not just one total.
- Samples first: whether they'll send samples to the approved specifications before bulk production and accept written approval.
- How inspection works: whether goods are spot-checked before shipment, and whether inspection photos are provided.
- Complete documents: whether they can provide invoices, packing lists and other export documents.
- If something goes wrong: how differences and restocking are handled is written into the contract in advance.
09How to word your inquiry
How to word your inquiry
We are a 120-room hotel in Jeddah, Saudi Arabia, planning to open in March 2027. We need bedding, towels and toiletries; the list is attached. Please quote CIF Jeddah port in US dollars, and state the MOQ, sample fees, production time and quote validity.