Contract Furniture Inspection by Product Group: Why Seating, Tables and Upholstery Are Checked Against Different Points
Why each product group needs its own points on the schedule, and what the inspection compares against.
A contract furniture order is not inspected with one list. A chair, a table, an upholstered sofa and a board-based cabinet fail in different ways, so the points an inspector looks at differ by product group. If the schedule does not say what each group must meet, the inspection has nothing specific to check against. This article sets out how the checks differ by group, drawing on the process in our FBM Furniture Sourcing Guide and on the inspection notes in our published case studies, and what to write on your schedule so each group can be checked.
It does not state inspection quantities, sampling rates, prices or delivery times. Those depend on the order and your own contract.
One inspection, one reference
Our own team inspects once, after bulk production is complete and before shipment. The inspection compares the finished goods with the signed-off specification: quantities, dimensions, finish, fabric and foam, hardware and packing. You receive a report with photos and video, and your own project team is welcome to attend with us. For what arrives with the shipment, see what arrives with a contract furniture shipment.
The phrase “signed-off specification” matters. An inspector can only check a chair against the approved drawing, material and finish for that chair. Our guide to samples, finishes and approvals explains how those references are signed off, and the points below show which parts of the reference each product group depends on.
Seating: frames, joints, mechanisms and cushions
For chairs the inspection looks at the whole product and at the parts that carry load and movement. In our office furniture case study, chairs were reviewed from the front, back, side and base, with backrests, seat cushions, armrests, bases, casters and mechanisms checked, and packed components reviewed. In our teak park furniture case study, the main points were joints, how steady each frame stood, the finish, and whether sizes matched from piece to piece.
For the schedule, that means describing for each chair the frame material and how joints are made, the mechanism reference where there is one, the cushion and covering references, and the glide or caster type. A chair described only as “dining chair, walnut finish” gives the inspector very little to compare.
Tables and desks: tops, dimensions and bases
For tables the checks centre on the top and on consistency. In the office case, workstations were reviewed for appearance, finish and dimensions, with desk surface measurements taken. In the teak case, slatted tops were looked at for finish and even spacing, and table dimensions were checked for consistency across the batch. In our chain restaurant case study, terrace table tops were checked for slat alignment and fastener seating, and frames for squareness.
For the schedule, record the top size and the tolerance you will accept, the edge and surface finish, the slat or board colour and profile where relevant, how the base fixes to the top, and any levelling feet. The dimension that matters is the one you set, not the factory’s catalogue size.
Make your schedule inspectable
Send your item schedule, drawings and approved references, and we will tell you which details are missing before suppliers quote.
Upholstered pieces: covering, seams, foam and mechanisms
For upholstery, appearance and construction are checked together. In the restaurant case, each recliner mechanism was operated seat by seat, and stitching and leather were checked panel by panel. In our Florida hotel case study, mattresses and bedding were looked at for materials, stitching and labelling, and the mattress build was opened up and photographed.
For the schedule, name the covering reference, the foam or fill description, the seam and piping details shown on the approved sample, and the mechanism reference. Approve a finished sample rather than a swatch alone, because seams and corners are where upholstered pieces differ from each other.
Board-based units: panels, edges and hardware
For cabinets, wardrobes and similar units, the inspection looks at structure and operation. In the Florida case, panels were measured for thickness, and edge banding and hardware operation were checked before the units were packed. In the office case, storage cabinets were reviewed for appearance, finish and dimensions.
For the schedule, state the board type and thickness, the edge treatment, the hinge, runner and handle references, and how doors and drawers should operate. Our page on built-in wardrobes and headboard walls sets out a fuller checklist for fixed units.
What to write on the schedule so each group can be checked
- One item code per product: the same code on the drawing, the sample, the carton label and the report.
- Seating: frame and joint description, mechanism, cushion and covering references, glide or caster type.
- Tables and desks: top size and your tolerance, edge and finish, base fixing, levelling.
- Upholstery: covering reference, foam or fill, approved seam details, mechanism.
- Board-based units: board type and thickness, edge treatment, hardware references and operation.
- Packing: how each item is packed and how cartons are marked, so the receiving team can match goods to the schedule.
- Substitutions: a statement that no change of material, hardware or finish is made without written approval.
Attending the inspection
Your project team is welcome to attend our inspection. If you plan to, tell us when you place the order so the date can be shared once bulk production is complete, and bring the same signed-off references we use. For the receiving end, our guide to what arrives with a shipment includes a receiving checklist, and the broader inspection question for buyers is covered in FBM Sourcing’s guide to what buyers should inspect before shipping furniture from China.
Frequently asked questions
Does every product group get the same inspection?
No. The inspection compares the finished goods with the signed-off specification, and each product group has different points: for example, frames and mechanisms for seating, tops and dimensions for tables, seams and covering for upholstery, and panels and hardware for board-based units.
When does the inspection happen?
Our own team inspects once, after bulk production is complete and before shipment. Your project team is welcome to attend.
What do we receive after the inspection?
A report with photos and video, checked against the signed-off specification for your order.
What should we send so the inspection has something to check against?
An item schedule with one code per product, the approved drawings, samples and finish references, the dimensions and tolerances you set, and any hardware or mechanism references. The more specific the schedule, the more specific the check.
How does FBM Furniture charge?
For suppliers you nominate, we charge a 5% commission; for products we source for you, we quote a direct price. Our own team performs one inspection after bulk production is complete and before shipment, and your team is welcome to attend.
Make your schedule inspectable
Send your item schedule, drawings and approved references, and we will tell you which details are missing before suppliers quote.