What Information Should You Send for a Custom Reception Desk Quote?

A reference image is enough to start a conversation about a custom reception desk.

It is usually not enough to prepare an accurate project quotation.

For commercial furniture, the final cost can change significantly depending on dimensions, materials, internal construction, equipment openings, storage, lighting, shipping modules and delivery conditions.

This is why two manufacturers can receive the same rendering and return very different quotations.

The difference is not always price.

Sometimes they are simply quoting different assumptions.

A better RFQ gives the manufacturer enough information to understand what is actually being manufactured—and gives the buyer a much better basis for comparing suppliers.

For buyers planning custom reception desks, the following information can make the quotation process much more efficient.

---

You Do Not Need a Perfect Drawing to Start

Many buyers hesitate to contact a manufacturer because their design is not completely finished.

That is usually unnecessary.

A project can begin from different levels of information.

For example, you may already have:

• A complete architectural drawing package
• A floor plan and elevation
• A 3D rendering
• A reference photograph
• A hand sketch with dimensions
• Only an approximate size and design direction

All of these can be useful starting points.

The important distinction is between:

information needed to start a discussion

and information needed before production begins.

A manufacturer can often review an early-stage project even when some details are still missing.

However, the quotation should clearly identify which parts are confirmed and which are based on assumptions.

---

Start With the Overall Dimensions

The first thing a manufacturer normally needs to understand is the approximate size of the furniture.

For a reception desk, this usually includes:

• Overall length
• Overall depth
• Customer-side height
• Staff-side worktop height
• Number of staff positions
• General shape

For curved or irregular desks, additional dimensions may be necessary.

If exact dimensions are not available yet, an approximate range is still useful for the first review.

For example:

Approx. 4200 mm long, designed for three staff positions, curved customer-facing front.

This already provides much more useful information than:

Please quote this desk.

Why dimensions affect the quotation

A longer desk does not only require more visible material.

It may also affect:

• Internal substrate
• Structural reinforcement
• Number of modules
• Number of joints
• Storage quantity
• Packing volume
• Shipping arrangement

That is why overall dimensions should be included as early as possible.

 

---

Send a Floor Plan Whenever Possible

A floor plan gives the manufacturer information that a product rendering cannot show.

It helps explain:

• Where the desk sits in the space
• Which side faces customers
• Which side is used by staff
• Wall positions
• Column positions
• Entry direction
• Circulation
• Nearby equipment
• Approximate site restrictions

For large counters, the floor plan can also help identify whether the proposed furniture may need to be divided into transportable modules.

This becomes particularly important for hotel lobbies, hospitals, airports, banks and corporate reception areas where the desk forms part of a larger architectural layout.

Even a simple PDF floor plan is useful.

It does not necessarily need to be a full CAD package during the enquiry stage.

---

Include the Elevation or Rendering

The floor plan explains where the furniture goes.

The elevation or rendering explains what the client expects to see.

A rendering can help communicate:

• Front shape
• Curved surfaces
• Material transitions
• Branding
• Lighting
• Decorative metal
• Timber details
• Kick plates
• Countertop profile

However, a rendering should not be treated as a manufacturing drawing.

For example, a curved reception desk may look simple in a visualization but still require decisions about:

• Curve radius
• Joint position
• Substrate
• Thermoforming
• Internal reinforcement
• Transport modules

The rendering establishes design intent.

The shop drawing converts that intent into something that can be manufactured.

---

Tell the Manufacturer Which Materials Are Confirmed

One of the most common problems in early RFQs is a material description that is too broad.

For example:

White reception desk.

or:

Solid surface counter.

This leaves several questions unanswered.

Is the entire furniture piece solid surface?

Only the front?

The worktop?

Are the internal cabinets plywood?

Is stainless steel included?

Is the selected white already approved?

If the design specification is available, send it.

Useful information may include:

• Acrylic solid surface
• Color or color reference
• Plywood specification
• Stainless-steel finish
• Timber or decorative finish
• Hardware requirements
• Metal details

If the material is not yet confirmed, simply state that as well.

For example:

White acrylic solid surface preferred. Final brand and color to be approved by sample.

That is much better than forcing the manufacturer to guess.

For projects where finish matching is important, material samples should be confirmed before production.

---

Explain the Internal Functions

A commercial reception desk is usually not an empty shell.

The staff side may contain:

• Drawers
• Cabinets
• Open shelves
• CPU storage
• Printer space
• Lockable storage
• Document storage
• Cable channels
• Equipment access panels

A reference image usually shows none of these details.

If the buyer already knows the required storage, it should be included in the RFQ.

Even a simple note such as:

Two drawer units, one printer cabinet and open CPU storage for each staff position.

can materially improve the quotation.

If the internal layout is not finalized, the manufacturer can review it later during shop-drawing development.

The important thing is to avoid assuming that every supplier is quoting the same internal configuration.

---

Send Equipment Information as Early as Possible

Equipment is one of the most important parts of a custom commercial furniture RFQ.

A hotel reception desk may contain one set of devices.

An airport check-in counter may require completely different interfaces.

A hospital registration desk or bank counter may have another equipment configuration.

Typical items can include:

• Monitors
• Printers
• Computers
• POS terminals
• Scanners
• Telephones
• Power outlets
• Data outlets
• Customer displays
• Lighting drivers

If specific models have already been selected, send the technical data.

Useful information includes:

• Equipment brand/model
• Overall dimensions
• Cut-out dimensions
• Mounting information
• Cable direction
• Required access
• Ventilation information where applicable

Equipment does not necessarily need to be supplied by the furniture manufacturer.

But the furniture usually needs to be manufactured around it.

This distinction should be clear before production.

---

Confirm Logo and Lighting Requirements

Branding and lighting can look like small design details, but they can affect fabrication.

For example, a logo may be:

• Surface-mounted
• Recessed
• Cut into the front panel
• Backlit
• Made as a separate sign

Similarly, LED lighting may require:

• Channels
• Drivers
• Cable routes
• Access panels
• Power connections

If the client has brand artwork, send the logo file or dimensions.

If the final logo is not available, indicate the approximate position and size.

This allows the manufacturer to reserve the correct structure and service access.

---

Tell the Manufacturer Where the Project Will Be Delivered

Delivery location should not be left until the final stage of quotation.

At minimum, provide:

• Country
• City if known
• Project type
• Approximate required delivery date

Why?

Because manufacturing cost and delivered project cost are not the same thing.

Delivery information can affect:

• Packaging
• Module dimensions
• Crating
• Shipping mode
• Export documentation
• Installation planning

For a large reception desk, the manufacturer should also understand basic site-access conditions when possible.

For example:

• Ground-floor installation
• Elevator required
• Maximum door width
• Limited corridor access
• Counter must be divided into modules

These details may affect the furniture design itself.

---

Tell the Supplier Whether You Need Factory Price or Delivered Price

This sounds obvious, but many RFQs do not make it clear.

A buyer may ask:

What is the price?

But that could mean:

• Factory price
• FOB price
• CIF price
• Door-to-door delivery
• Furniture plus installation support

The quotation becomes much easier to compare when the required commercial scope is defined.

If you are not sure which shipping method is appropriate, provide the delivery location and ask the supplier to clarify available options.

---

Quantity Matters—even for Custom Furniture

If only one reception desk is required, state:

Quantity: 1 set.

If the project includes several similar counters, provide the quantity for each type.

For example:

Type A – 4 sets
Type B – 2 sets
Type C – 1 set

Even when the furniture is custom, repeated modules may affect:

• Material optimization
• Production planning
• Jig or template use
• Packaging
• Project schedule

For airport, hotel, banking or multi-site projects, a clear quantity schedule becomes especially important.

---

A Useful RFQ Does Not Need to Be Complicated

A practical reception desk enquiry can be surprisingly simple.

For example:

Project: Corporate office reception
Quantity: 1 set
Size: Approx. 3600 × 850 mm
Material: White acrylic solid surface with timber feature panel
Functions: Two staff positions, drawers, printer storage and cable management
Logo: Illuminated logo on front
Delivery: Dubai, UAE
Drawings: Floor plan and rendering attached

This short enquiry already gives a manufacturer enough context to perform a much more meaningful initial review.

Compare that with:

Hello, how much is this?

The second enquiry almost always requires several rounds of clarification before any useful quotation can be prepared.

---

What Happens After the Initial RFQ?

Once the manufacturer receives the information, the next stage should not simply be issuing a number.

A useful technical review may identify questions such as:

• Missing dimensions
• Unconfirmed material
• Equipment conflicts
• Unsupported spans
• Required access panels
• Possible module joints
• Packaging limitations
• Site-installation considerations

At YHS Furniture, project-based custom furniture is developed around drawing review and production coordination rather than treating a reference image as a final manufacturing document.

Buyers preparing drawings or project documentation can also review the available technical project resources before submitting an RFQ.

Once critical information is confirmed, the design can move toward shop-drawing approval and production.

---

Reception Desk RFQ Checklist

Before sending your enquiry, check whether you can provide the following information:

Project

☐ Project type
☐ Delivery country / city
☐ Required schedule

Drawings

☐ Floor plan
☐ Overall dimensions
☐ Elevation or rendering
☐ Relevant sections if available

Materials

☐ Visible finish
☐ Solid surface color/reference
☐ Timber/metal details
☐ Internal material requirements

Functions

☐ Number of staff positions
☐ Drawers/cabinets
☐ Storage requirements
☐ Access panels

Equipment

☐ Monitor information
☐ Printer/scanner information
☐ Equipment dimensions
☐ Power/data requirements
☐ Cable routing

Customization

☐ Logo
☐ LED lighting
☐ Equipment openings
☐ Special curves or shapes

Quantity & Delivery

☐ Quantity
☐ Shipping destination
☐ Site-access information if relevant
☐ Installation requirements

You do not need every box checked before making an enquiry.

The checklist is simply a way to identify which information is confirmed and which information still needs coordination.

---

Frequently Asked Questions

Can I request a quotation with only a reference image?

Yes, a reference image can be enough for an initial discussion. However, an accurate project quotation normally requires dimensions, material information and other project-specific details.

Do I need CAD drawings before contacting a reception desk manufacturer?

No. A PDF drawing, rendering, hand sketch or basic dimension sheet can be enough for an initial review. More detailed drawings will normally be required before production.

Why does equipment information affect the furniture quotation?

Equipment can require specific openings, supports, access panels, cable routes and internal space. These details may change the structure and fabrication of the counter.

Can the manufacturer recommend the internal structure?

Yes. The final structure can be developed according to the approved design, furniture dimensions, materials, equipment and project requirements.

Should I confirm the delivery location before receiving a quotation?

Yes, especially if you want shipping or delivered-cost information. The destination may also influence packaging and module planning.

What if the final material color is not confirmed yet?

Provide the preferred material type and indicate that the final color will be confirmed later by sample. The quotation can then clearly record that assumption.

---

Ready to Request a Reception Desk Quote?

You do not need a perfectly finished specification before contacting YHS Furniture.

A useful starting package can simply include:

• Your drawing or reference image
• Approximate dimensions
• Material preference
• Quantity
• Equipment requirements
• Delivery destination

The remaining technical details can then be identified during project review.

Send Your RFQ Package

Send your project information for an initial manufacturing review and quotation.