A commercial furniture order moves through more handoffs than most buyers expect. Understanding the sequence makes it easier to see where a project is actually at, and where it is likely to slip.

1. Enquiry and specification

Send the model numbers, quantities, finish requirements, target market and required delivery window. Specificity at this stage determines how accurate the quotation is. "Approximately 200 chairs" produces a range price; "200 units of model X, fabric grade B, 120 kg rating, delivery to Rotterdam by week 40" produces a number you can plan against.

2. Quotation and MOQ

Most factories set an MOQ per model or per finish. Mixed containers are normal — factories will combine several models to fill a 40HQ — but each additional finish or colour adds setup cost. If your quantity sits below MOQ, ask whether a stock colour is available; the answer is often yes at a lower price than a custom run.

3. Sampling

Two kinds of sample matter. A pre-production sample confirms what will be made. A golden sample is signed off and kept by both sides as the reference for inspection. Skipping the golden sample is the single most common cause of disputes later, because "as per sample" becomes an argument about memory.

4. Proforma invoice and deposit

Typical terms are 30% deposit on order, 70% before shipment. Production slots are usually only reserved once the deposit lands, so the clock starts at payment, not at the PO date.

5. Production

Expect 30–45 days for standard office furniture, longer for custom finishes, upholstery runs or anything requiring new tooling. Ask for a photo update at 50% completion — it surfaces colour and finish problems while they are still fixable.

6. Inspection

Third-party inspection (SGS, Bureau Veritas, Intertek and similar) checks quantity, carton condition, workmanship, and the golden sample comparison. AQL 2.5 is the usual level for furniture. Inspect before the balance payment, not after — leverage matters.

7. Packing and loading

Office furniture is bulky and vulnerable at corners. Specify: five-layer corrugated cartons, corner protection, foam for upholstered items, and a drop test result. Flat-pack reduces volume but increases assembly labour on site — decide which cost you would rather carry. Request loading photos showing the container is properly braced.

8. Shipping and clearance

FOB is the common baseline; CIF shifts freight risk to the supplier until destination port. Include the correct HS codes and any certification the destination requires. For US imports, CARB P2 / TSCA Title VI documentation must be in order before the container ships, not after arrival.

9. Receiving and installation

Count cartons against the packing list at delivery, photograph any damage before signing, and keep a small spares allowance — usually 2–3% of units — for parts that go missing in assembly.

Where projects actually slip

Three points account for most delays: late deposit (production never starts), late approval of the golden sample (production restarts), and missing compliance paperwork (container sits at destination). None of them are manufacturing problems, and all of them are avoidable with a dated checklist agreed before the PO.