# Hotel FF&E brief checklist: what to send your manufacturer > What to put in a hotel FF&E brief: drawings, BOQ, room types and quantities, finishes, budget range, programme, site constraints and standards. Published by: DRF Contract · 2026-10-13 · https://drf.com.tr/blog/hotel-ffe-brief-checklist/ A good FF&E brief lets a manufacturer price, plan and engineer your project without guessing. At minimum, send the design drawings and FF&E specification, a bill of quantities (BOQ) by room type, the finish schedule, a budget range, the key programme dates, the site constraints and the standards the furniture must meet. A complete brief gives you quotations that you can compare, and fewer changes after the order. ## 1. Drawings and design intent Send what the design team has, even if it is not final: - Floor plans with furniture layouts for each room type and public area. - Elevations and details for headboards, wardrobes, desks, vanity units and other built-in items. - FF&E specification sheets or design drawings for each item, with dimensions. - Mood boards, reference images and any brand design guidelines. State the design stage clearly: concept, developed design or issued for construction. A manufacturer can quote from early drawings, but the price will carry allowances for open details. ## 2. Bill of quantities and FF&E schedule The BOQ or FF&E schedule is the backbone of the quotation. For each line, include: - Item code, description and location (room type, floor, area). - Overall dimensions and main materials. - Quantity per room and total quantity. - Whether the item is made to the design or selected from a catalogue. - Who supplies and who installs it. Use the same item codes on drawings, schedules and samples. This prevents confusion when quantities or designs change. ## 3. Room types and quantities Give a room matrix that shows each room type, how many there are and how they differ. Mark mirror-image (handed) rooms, connecting rooms, suites and accessible rooms. Accessible rooms often need different furniture heights, clear spaces and layouts, so they should not be counted as standard rooms. Include public areas such as the lobby, restaurant, bar, meeting rooms and corridors if they are in the scope. Tell the manufacturer if you want attic stock (spare items and materials for future repairs). ## 4. Finishes and materials List each finish with its reference: timber species and stain, veneer, lacquer sheen, laminate, stone, metal finish, fabric and leather. If the client or designer supplies the fabric or leather (often called COM or COL, customer's own material or leather), give the supplier, the quantity available and the delivery date. Physical samples are better than codes alone. Ask the manufacturer to submit finish samples for approval before production, and keep one approved set for reference. ## 5. Budget range A budget range helps the manufacturer propose the right construction and materials. Give it per room type or per package, and state the currency. Say what the budget includes: packing, transport, import duties and taxes, installation and attic stock. If the budget is tight, say where quality matters most, for example beds and seating, so that savings can be found elsewhere. ## 6. Programme Send the key dates: - Design freeze and approval of shop drawings. - [Mock-up room](https://drf.com.tr/blog/hotel-mock-up-room/) date and sign-off. - Dates when each floor or area is ready for furniture installation. - Handover and opening date. If the hotel opens in phases, say so. Phasing affects the production order, packing and shipping. ## 7. Site constraints Many delivery problems start on site. Describe: - The site address, access roads, unloading area and any limits on delivery times. - Lift sizes, door widths and stair access for large items. - Storage space on site, if there is any. - Other trades working at the same time, and site rules for working hours and safety. - The wall construction where items are fixed to walls, and the position of power points near furniture. ## 8. Standards and requirements Tell the manufacturer which rules apply to the project, not only which country it is in: - [Fire performance](https://drf.com.tr/blog/hotel-furniture-fire-safety-standards/) for upholstery, mattresses and curtains. - Accessibility rules, for example the 2010 ADA Standards in the US or Approved Document M in England. - Brand or operator standards, if the hotel operates under a brand. - Electrical certification for lighting and other powered items in the destination market. - Durability, cleaning and warranty requirements. The building's fire risk assessment and the project specifier normally set the fire performance level. If it is not decided yet, say so. Do not guess. ## 9. Commercial terms Say how you want the quotation: which [Incoterms rule](https://drf.com.tr/blog/shipping-hotel-furniture-from-turkiye/), whether installation is included, the payment stages, the warranty period and the documents you need, such as test reports and care guides. Ask each manufacturer to list its assumptions and exclusions, so that you can compare offers on the same basis. ## Short checklist - Drawings and FF&E specification - BOQ with item codes - Room matrix with quantities - Finish and material schedule, with samples - Budget range and what it includes - Key programme dates - Site access and storage information - Applicable standards and brand requirements - Delivery terms and installation scope ## Frequently asked questions ### Can a manufacturer quote before the drawings are final? Yes. A manufacturer can price from concept or developed design drawings, but the price will include allowances for details that are still open. State the design stage clearly and expect the price to be confirmed after shop drawings are approved. ### Should we share our budget with the manufacturer? A budget range helps the manufacturer propose suitable materials and construction methods. Without one, each supplier makes its own assumptions and the quotations are harder to compare. ### What is attic stock? Attic stock is spare furniture, fabric, finish material or hardware that the hotel keeps for repairs and replacements. Agree the quantity in the brief so that it is made in the same production batch. ### Who decides the fire performance level for hotel furniture? The building's fire risk assessment and the project specifier normally decide it, based on the rules that apply at the hotel's location. The manufacturer then provides test evidence for the specified level. ## Sources - [RIBA Plan of Work (Royal Institute of British Architects)](https://www.riba.org/knowledge-and-resources/resources-landing-page/riba-plan-of-work) - [2010 ADA Standards for Accessible Design (U.S. Department of Justice)](https://www.ada.gov/law-and-regs/design-standards/2010-stds/) - [Approved Document M: access to and use of buildings (GOV.UK)](https://www.gov.uk/government/publications/access-to-and-use-of-buildings-approved-document-m) - [Fire safety risk assessment: sleeping accommodation (GOV.UK)](https://www.gov.uk/government/publications/fire-safety-risk-assessment-sleeping-accommodation)