The commercial furniture you need for your workplace, hospitality, education, retail or distribution projects looks much better than you think. Describe the use case of the furniture, check the specifications, test samples, define the criteria of the inspection and agree upon the necessary documents and their delivery.
This guide explains how to set up a buying process, to write a buying brief, to evaluate supplier offers and to identify open questions. The needs of the products or services that are procured can differ from project to project and from market to market and also from the intended use to the intended use of the purchases.
1. Define the commercial use case
First figure out where the new furniture will be sitting. That could be the conference room, the restaurant, a hotel lounge, a school or even the floor of a retail store. Each of these areas has its own flow of people through the space, its own cleaning schedule, its own restrictions on space and its own demands of customers. “Commercial grade” is a term so vaguely used that it is almost worthless. Ask for the specific features that you need and then develop a system of evaluating the responses of furniture suppliers to your request for proposals.
List location, users, intended use, whether indoor or outdoor, number of pieces for each item, any special installation requirements and desired opening/replenishment date. If the furniture is part of a larger project, also list who is responsible for design approval, purchasing, compliance check and receiving inspection.
2. Build a clear product specification
Use your useful sourcing brief for your project as information for suppliers to quote from and check against. Such information could be reference drawings and images as well as the main dimensions of the articles to be sourced. Suppliers can also be asked for their preferred materials and surface finishes as well as colors, hardware, assembly and packing. The information can also indicate the destination market of the articles to be sourced. Please clearly distinguish between the information which has to be quoted against and other information which only indicates options the supplier can quote against as preferences.
For multi-item orders, define how pieces should coordinate: finish consistency, dimensions, shared components, or a specified visual relationship. Record revisions with dates or version numbers. This prevents the buyer, designer, and supplier from quoting or approving different versions of the same request.
3. Assess materials, finishes, and maintenance
For each product under consideration please supply a detailed component-level breakdown of materials and finishes used. General terms such as ‘wood’, ‘metal’ and ‘easy-care’ are unacceptable for purposes of comparison and for providing accurate information to third parties. A detailed description of all surfaces, frames, upholstery, edges and hardware should be provided and where a material claim is critical to a project, supporting documentation should be supplied. Hometree has a public materials information page which can be used as a starting point for supplier discussion.
Identify the cleaning products and processes to be used in the environment and obtain in writing the recommended care for the quoted finishes. Check whether these care instructions are specific to the quoted finish or not. Record the approved sample or finish reference and the method by which any subsequent deviation will be identified where appearance is critical and the item is supplied as single items or for re-ordering as part of a set.
4. Review samples and design changes
Before approving production, the supplier and buyer should confirm what sample has been used to check certain aspects such as proportions, colors, finishes, comfort, assembly and hardware. Record the sample approved for production, the approved drawings and the approved finishes as well as any other open points in a written approval log.
It’s wise to establish the implications of any amendments proposed to the change; including cost and time, and against the approved specifications. Any subsequent amendments to approved samples would require confirmation of whether a new sample would be required and whether an updated drawing would be issued against the amendment. Clarification of the reference to the design development process, sample types, timescales and associated charges made within the public part of the Hometree website against a specific order must be sought from Hometree themselves.
5. Agree on quality checks and acceptance criteria
An inspection plan describes how buyer and supplier will verify whether delivery items meet order requirements. The items to check depend on the type of product. For example, a list of check points for dimensions, surface finish, joints, stability of single parts as well as of assembled items, installed hardware, labels and packaging is sensible. The criteria for acceptance must be fixed before production starts, not after the shipment has arrived.
In addition to the above, it is also worth asking what will be inspected, when the inspection will take place, how results will be logged and what will happen to non-conforming items. If an independent inspection is to be carried out it is also worth agreeing the timing, sample size and scope, who will have access to what, and who will take action on any findings. The Hometree public product inspection page should be used only as a starting point and project specific processes and records developed in addition.
6. Verify accessibility and compliance needs
When setting out the requirements of a product it is essential to refer to local building, fire, accessibility, labeling and product regulations applicable to the proposed use and destination. It is also essential to clarify whether the supplier or the buyer will provide any necessary documentation and/or testing. Supplier’s evidence must be product specific and relate to the actual product and configuration you are purchasing and must not be a generic statement.
For U.S. public and commercial projects Accessibility Review should be included in the Project Process. The U.S. Access Board publishes the ADA Standards for Accessible Design and their application to a space and its related furniture should be determined by the relevant team members and verified by a qualified Accessibility Consultant rather than relying on the general catalog information from a furniture vendor.
7. Compare quotations and delivery assumptions
Don’t just compare the headline unit price. Check if the quote has been offered on the same specification, quantity, packaging, delivery address and terms as the other quotes. Make a note of any exclusions, quote validity, any sample or tooling costs involved, payment milestones, minimum order quantities, any assumptions regarding lead time and what will happen if you make changes or there are delays in approval etc.
Ask the supplier for details of the dependencies i.e. drawings approved, finish agreed, sample signed off, packaging artwork, inspection and shipping arrangements. Record the responsibilities and dates in the purchase order and contractual documents. Ensure that commercial terms are order specific and are obtained in writing against the purchase order rather than relying on industry normal terms which are often promised but not adhered to.
Commercial furniture supplier checklist
Make evaluation of the proposals from the different suppliers easier by using the same request with each supplier.
| Evaluation area | Information to request | What to record |
| Product fit | Current product range and proposed items | Included models and exclusions |
| Specification | Drawings, dimensions, material and finish details | Approved version and open questions |
| Samples | Sample scope, reference, and revision process | Approval owner and date |
| Quality | Inspection stages, criteria, and records | Acceptance standard and issue process |
| Compliance | Product-specific documents and responsible party | Required evidence and due dates |
| Commercial terms | Quote assumptions, MOQ, validity, and cost items | Comparable quote basis |
| Delivery | Lead-time assumptions, milestones, packaging, and shipping terms | Dependencies, owners, and dates |
| After-sales process | Contact and procedure for damage or non-conformity | Response channel and documentation needed |
FAQ
What is commercial furniture?
Commercial furniture refers to the furniture we provide for businesses, for institutions such as offices, hotels, schools, shops and public spaces. By ‘commercial’ we mean the area in which this furniture will be used and not a quality description. It is essential to clarify the exact environment, use, cleaning etc. for a particular project in the specification.
How do I choose a commercial furniture supplier?
Use this same brief to compare suppliers for your ordered products, asking for product-specific details on the materials, sizes, samples, inspections, certificates, packaging and commercial conditions. Verify whether the proposed products will really meet your required use, check for any hidden assumptions or exclusions, and make sure to note who will approve each step of the process. Also verify whether the supplier’s claimed capabilities are really applicable for the exact products you ordered.
What should a commercial furniture RFQ include?
An RFQ should clearly outline the required product such as drawings, dimensions, quantity, material, finish etc. as well as the proposed installation address and the destination country. The RFQ should also outline the required packaging and labeling and any other specific requirements and target dates. Mandate vs. preferred requirements should be clearly outlined. Suppliers should identify any assumptions, excluded requirements, validity of quote, etc. and other lead-time related factors.
