Requesting a quotation from an overseas furniture factory is straightforward once the specification is settled. The points below are the ones that most often delay a quote, cause a price revision after deposit, or result in a mismatch at delivery. If you have not yet assembled your project brief, start with our guide on how to prepare a custom furniture brief for your manufacturer — the two documents work together as a complete pre-procurement toolkit.
1. A Specification, Not Just a Picture
A reference photograph shows a direction; it does not define a product. A photograph cannot convey seat depth, foam density, frame material grade, or fabric double-rub count — and those are the details that determine whether the finished piece will survive two years of commercial use or six months. Before requesting a quote, confirm that each item is described by:
- Overall and functional dimensions (seat height, depth, back height, table height) in mm or inches — stated consistently
- Frame construction (solid wood species / steel tube gauge / engineered board grade)
- Upholstery fabric with supplier reference and performance data (double-rub count, fire rating)
- Surface finish code (RAL / NCS for paint; species + cut + thickness for veneer; brand + collection for stone)
If the reference image comes from another brand, treat it as a style direction only. Copying a patented design is a legal risk; copying a construction method without understanding the original’s engineering is a quality risk.
2. Materials and Finishes in Writing
Every material in a custom furniture order should be referenced by a code that both parties can identify unambiguously — not by a description like “dark brown leather” or “walnut finish.” Accepted referencing methods by material type:
- Fabric: Supplier name + collection name + colourway reference (e.g. “Camira Blazer / BLZ19 / Walnut”). Request a Martindale or Wyzenbeek test certificate for the specific colourway, not just the collection.
- Leather: Grade (full-grain / top-grain / corrected grain), hide thickness in mm (1.2–1.5mm for seating), colour reference from the tannery’s swatch book.
- Paint / lacquer: RAL or NCS code; gloss level (matt 5–10%, satin 30–40%, gloss 70–85%); number of coats.
- Wood veneer: Species + cut (flat-cut / rift-cut / quarter-sawn) + nominal thickness (0.6mm minimum for commercial applications) + substrate (HDF or plywood).
- Foam: Density in kg/m³ and IFD hardness rating. Minimum specification for commercial seating: 28 kg/m³ seat cushions, 22 kg/m³ back cushions.
Ask the factory how natural material variation (grain, hide marking, stone veining) is managed between production batches. The answer tells you whether they have a calibrated colour matching process or are relying on visual approximation.
3. Quantities, Packing, and Carton Sizes
Quote the quantity per SKU separately, and note any phased delivery requirement or spare unit allowance (2–5% for commercial projects is standard). Packing method directly affects freight cost, transit damage rate, and on-site installation speed:
- Assembled vs flat-pack (KD): Assembled furniture ships faster but is less volume-efficient — expect 30–40% more CBM per unit. Knock-down furniture reduces freight cost but requires assembly time and tools on site.
- Carton dimensions and gross weights: Needed for freight calculation (CBM × rate or volumetric weight, whichever is higher) and for confirming that cartons fit through lift doors and stairwells at the destination.
- Inner packing: Request the packing specification — foam corner protectors, polyfoam wrap, blister trays for hardware. Surface-critical items (veneer tops, lacquered panels) require custom foam inserts or wooden crating.
4. Samples and Approvals
For projects with demanding finishes or high production volumes, a formal sample approval stage is not optional — it is the mechanism that prevents costly post-production corrections. Confirm the following before production starts:
- What is being sampled: Material counter-samples (swatches, finish chips, foam blocks) and a full First Off Sample (FOS) for each key SKU.
- How the sample travels: Air freight for fast approval; sea freight if timeline allows. Confirm who bears the sample shipping cost.
- Approval documentation: Written sign-off with photographs referencing the counter-samples. Both parties retain a set. This document is the legal reference if a dispute arises at goods receipt.
- Material discontinuation: If a specified fabric or finish is discontinued after approval but before production, agree in writing how the substitution approval process works — who proposes alternatives, timelines, and whether a new sample is required.
5. Quality Checks Before Shipment
Factory quality inspection before container loading is the last practical opportunity to catch non-conformances before they become your problem at destination. Confirm the inspection protocol with the factory:
- In-line inspection: Material identification checks at goods-in; in-process dimensional checks at key assembly stages; finished-product visual inspection before packing.
- Pre-shipment inspection (PSI): A formal random sample check against the approved First Off Sample and specification drawings. Standard AQL sampling levels for furniture: AQL 2.5 for critical defects (structural, safety), AQL 4.0 for major defects (finish, dimension), AQL 6.5 for minor defects (cosmetic). A third-party inspection agency (SGS, Bureau Veritas, Intertek) can conduct this independently if the project requires impartial verification.
- Non-conformance resolution: Agree in writing what happens if the PSI fails — rework at factory, replacement units, or credit. Containers should not be sealed until the PSI result is accepted in writing.
6. Delivery Terms and Responsibilities
The Incoterm stated in the purchase order defines exactly where the supplier’s responsibility ends and the buyer’s begins. The three most common terms for furniture from China:
| Incoterm | Supplier Responsibility Ends | Buyer Arranges From | Best Suited For |
|---|---|---|---|
| FOB (Free On Board) | Goods loaded onto vessel at named Chinese port (Guangzhou / Shenzhen / Shanghai) | Ocean freight, insurance, destination port, customs, local delivery | Buyers with an established freight forwarder and import experience |
| CIF (Cost, Insurance, Freight) | Goods arrive at destination port; buyer handles customs and local delivery | Customs clearance, duties, local transport, installation | Mid-sized projects where the buyer handles local logistics |
| DDP (Delivered Duty Paid) | Goods delivered to named destination address, duties paid | Installation and snagging only | Buyers with no import infrastructure; typically higher unit cost |
Import duties and local taxes are the buyer’s responsibility under FOB and CIF. Your freight forwarder or customs broker can confirm the applicable tariff classification (HS code) and duty rate for your destination country before you commit to a price.
7. Lead Time and What Can Move It
A lead time quoted before the specification is confirmed is an estimate, not a commitment. Once specification, samples, and deposit are all confirmed, realistic lead times for custom furniture from a Chinese factory are:
- Production lead time: 45–60 days for small orders (under 50 units); 60–90 days for medium to large hotel or restaurant projects; up to 120 days for highly complex bespoke pieces or large-scale projects during peak season.
- Ocean freight transit: 25–35 days from Guangzhou or Shenzhen port to most US East/West Coast ports; 30–40 days to Europe; 20–28 days to Middle East ports.
- Customs clearance and local delivery: Allow 7–14 days at destination, depending on port congestion and broker efficiency.
- Factors that extend lead time: Late deposit, delayed sample approval, material substitution after approval, Chinese public holidays (Chinese New Year adds 2–3 weeks if your production window overlaps), and peak season (September–November).
8. After-Sales and Replacement Parts
For commercial projects, the relationship with the factory does not end at delivery. Confirm before ordering:
- How replacement covers, cushion inserts, glides, or structural components can be re-ordered — and what reference information you need to retain to match the original production specification.
- The warranty period and what it covers (structural defects vs finish wear vs foam compression).
- Whether the factory holds finish references and cutting files for future repeat orders or phases.
Next Step
Send your project details, drawings, and quantities through the project enquiry page, and our team will confirm the specification points that need to be settled before quoting. If you are comparing suppliers, how we work with design teams and procurement agents explains our side of the process in detail.
Working with a direct custom furniture manufacturer in China gives you access to the factory’s engineering team for shop drawing review and material sourcing — without the mark-up of an intermediary. To see how these confirmation points apply to specific product ranges: booth seating, bar stools and bar seating, office and reception seating, and healthcare waiting areas.
