Most sourcing problems are decided before the first purchase order, in the way the supplier is picked. A few hours of structured checking costs far less than a container of furniture that does not match the sample.
- Confirm who actually makes the furniture: a factory, a workshop group or a trading company.
- Ask for legality and material documents before you talk about price.
- Judge a supplier by its sample, its questions and its packing, not by its brochure.
- Start with a small trial order and a written specification both sides sign.
Nine checks before you send a deposit
- Factory or trader?Ask who cuts, assembles and finishes the product. A factory can show machines, workers and work in progress on a live video call. Traders are not bad, but you should know who stands behind the quality.
- Process and capacity.Ask which steps happen in-house (sawing, kiln drying, joinery, sanding, finishing, upholstery, packing) and which are outsourced. Outsourcing is common; what matters is who controls it.
- Materials and legality.Ask for wood species, grade and origin. For Indonesian wood products, ask for SVLK V-Legal documents where the product requires them. Any certified-timber claim, such as FSC, should come with a certificate number you can check.
- Samples.A sample shows joinery, finish and attention to detail better than any photo. See how a proper sample development process works.
- The questions they ask.A good supplier asks about your market, target price, quantity and packing. A supplier who says yes to everything without questions is guessing.
- Quality control.Ask what is inspected, when and by whom. Learn the vocabulary in our guide to AQL inspection, and read how we check quality before shipping.
- Packing.Ask for the carton or crate specification and a container loading plan. Packing is where good furniture gets damaged.
- Communication.Note response time, clarity and whether one named person owns your order. It predicts how problems will be handled.
- Terms in writing.Price basis, payment schedule, lead time counted from which date, and how defects are handled. If you are unsure about shipping terms, read FOB, CIF or EXW first.
Send drawings or photos and we will reply with a clear quotation, lead time and packing plan.
Red flags worth walking away from
- Refuses a live video tour or only sends polished stock photos.
- Quotes far below the others without explaining the material or finish difference.
- Cannot name the wood species, only says “solid wood”.
- Pushes for full payment before any sample is approved.
A very low price is rarely a discount. It usually means a different wood grade, a thinner finish, lighter hardware or less packing. Ask for the difference in writing.
Compare quotations like for like
Send every supplier the same drawing and ask them to fill in the same table. Differences then become visible.
| Item | What to confirm | Why it matters |
|---|---|---|
| Wood and grade | Species, grade, moisture target | Decides strength, look and cracking risk |
| Finish system | Type, number of coats, colour approval | Decides durability and colour match |
| Hardware and fabric | Brand or spec, test or sample | First parts to fail in daily use |
| Packing | Carton, foam, corner protection | Decides arrival condition |
| Price basis | EXW, FOB or CIF, and which port | Makes quotes comparable |
| Lead time | Counted from deposit or from sample approval | Avoids a surprise on delivery date |
Start small, then scale
A first order of modest size lets both sides learn each other’s way of working. Many buyers then add models and colours once the first shipment arrives as agreed. If you need a partner for wholesale, OEM or ODM supply, see our services or browse past projects. Buying for a hotel or resort? Read how FF&E procurement works.