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For a home or interior design project

  • Room plans, item quantities, final dimensions and reference images.
  • Upholstery, timber or panel construction, finishes, hardware and assembly requirements.
  • Doorways, stair turns, lift sizes and access for the largest packed piece.
  • Whether fittings, mattresses, electrical components or fixed cabinetry are separate.
  • Where goods can be received, stored and assembled at destination.

A beautiful piece that cannot enter the room is not a successful purchase. Have your designer or installer confirm site measurements and any fixed work before approving production drawings.

02 /

For hotels, restaurants and commercial spaces

  • Room or area matrix with item codes and repeated quantities.
  • Required use, durability, cleaning, fire-performance and operator standards.
  • Representative samples, a mock-up room where appropriate, and written sign-off.
  • Room-type or phase labels and a delivery sequence that suits the operating site.
  • Spare parts, replacement items, installation and after-sales responsibilities.

Identify the intended end use early. Residential furniture and commercial seating may have different performance requirements even when they look similar.

03 /

For retailers and other trade buyers

  • Repeatable specifications, product codes and version control.
  • Destination-market product and labeling requirements.
  • Materials, packaging and instructions that match the actual supplied item.
  • Minimum order details and pricing by quantity from the actual seller.
  • Warranty, defect handling and repeat-order consistency arrangements.

Do not treat a sample as proof that later batches will be identical. Agree how changes to components, materials and production will be approved and documented.

04 /

Before paying or booking freight

  • Legal seller, exporter and importer of record identified.
  • Signed specifications, prices, payment milestones and remedies.
  • Current itemized freight quotation and packing list.
  • Country-specific duty, tax and product requirements checked.
  • Inspection findings resolved and shipment release authorized.
  • Destination handling, delivery, unloading and claims procedures confirmed.

Keep your quotation, invoice, approved drawings, sample records, inspection reports and transport documents together. Use the calculator to organize the budget separately from this specification checklist.

CHECK THE ORIGINAL REFERENCES

Sources & further reading.

Official source material is summarized for import planning. Product classifications, legal requirements, rates and provider charges must be checked for your actual order. Sources reviewed 15 October 2026.