What to check before you sign an office furniture quotation

When two quotations for the same-looking chair differ by a third, the difference is real — it is just not in the photograph. These are the lines to compare before deciding which is better value.

1. Is the component specification written down?

Mechanism, gas lift class, base material, castor type, foam type, upholstery grade. If a quotation names none of these, you are comparing pictures, not products.

2. Who made the components, and can they show test reports?

Gas lifts, castors and mechanisms are usually bought in, even by manufacturers. Ask whether the supplier can produce BIFMA or SGS test documentation for them. We pass those reports on with project submissions, and a supplier who cannot produce any is telling you something.

3. Foam: type and density

High-density moulded PU and cut foam of the same thickness feel identical in a showroom and completely different after a year. It should be stated.

4. What exactly does the warranty cover?

"One year warranty" is meaningless on its own. Manufacturing defects on the frame and the wearing components — mechanism, gas lift, castors — are usually covered for different periods. Ask for it per component, in writing, and ask how a claim is actually serviced in your city.

5. Is freight included, and to where?

Ex-works, to your city, or to your floor? Delivery to a loading bay is not delivery to the fourteenth floor, and lift access on a fit-out site is not a given. This line moves prices more than people expect.

6. Lead time, and what it is measured from

From the PO, from the advance, or from final approval of a sample? On project quantities, ask for the production slot in writing. A quotation that promises everything in ten days without asking about your approvals is optimistic.

7. Installation and who does it

Chairs may ship assembled or flat-packed. Workstations, cubicles and conference tables need installing, and it matters whether that is the manufacturer's team or a local crew nobody supervises.

8. Taxes and documentation

Confirm GST treatment and that you will get a tax invoice. For tenders and vendor registration you will also want registration details, component test reports, warranty terms and specification sheets — ask for the compliance pack up front rather than chasing it at submission.

9. What happens when something arrives damaged

Transit damage happens on Indian roads. What matters is the window for reporting it and what evidence is needed. Ours is 48 hours with photographs, and we replace. Get whatever the answer is in writing.

A fair comparison

Put two quotations side by side against these nine points and the cheaper one is often cheaper for a reason you can now name. Sometimes it is genuinely better value — and now you can prove that too.

Ask us for a line-by-line quote · See our compliance position