How to Approve Furniture Samples Before a Bulk Order

A sample is the one moment you can judge a sofa, chair or table with your own hands before committing to a container. Photos and spec sheets help, but they cannot tell you how a seat feels, how a finish looks in daylight, or whether a drawer closes cleanly. This is the approval process we run with buyers sourcing furniture from Foshan.

1. Put the specification in writing first

Before anything is produced, agree a written specification for each model: overall dimensions, frame material, foam or filling, upholstery or finish, hardware, colour reference, and packaging method. Our price list (PDF) lists model numbers, dimensions and materials across the ranges we source, which makes a useful starting point. Anything not on the list — a custom size, a different fabric, a private-label mark — should be written down as a variation rather than assumed.

Every later decision compares against this document. If it is vague, the sample cannot be approved objectively.

2. Ask for the sample against that specification

We request samples from the partner factory that will make the order, not from a showroom set. Samples are charged at the bulk price — we do not add a sample surcharge, and a single unit can be sent on its own. That matters when you want to check one accent chair before deciding on a full living-room range.

3. Inspect the sample on arrival

Work through the same list every time, ideally with the spec sheet next to you:

• Dimensions — measure the piece yourself, including seat height, depth and arm width; note anything outside the agreed figures.
• Frame and joinery — check stability, corner blocks, welds and the underside; a sofa that twists slightly on a flat floor will not improve after shipping.
• Comfort and filling — sit in it properly. Foam density and the mix of feather or fibre change how a seat recovers after use.
• Surface and colour — view leather, fabric, veneer and painted finishes in daylight as well as indoor light; compare against the agreed reference, not a screen.
• Mechanisms and hardware — open recliners, extend tables, test drawer runners and check that metal finishes match.
• Packaging — the carton, corner protection and inner wrapping are part of the product. A perfect sofa in a weak carton is a claim waiting to happen.

4. Record the approval — with photos

Send written approval that lists the model, the agreed spec, and dated photos of the sample. If you want a change, say so before production starts and ask for a revised sample or a clearly marked deviation note. Verbal approval over a phone call is the most common source of "that is not what I ordered" disputes.

Keep one approved unit as the reference at the partner factory and, where practical, one with the buyer or agent. Our quality inspection team checks the finished goods against that reference before shipment.

5. Connect sample approval to the rest of the order

The approved spec feeds directly into the production brief, the packing list and the pre-shipment inspection. Payment follows the terms set out in our Order Process & Terms (TT 30/70), and export documentation is handled by our licensed export partner. If several factories are involved, the approved samples also become the reference for every carton in a consolidated shipment.

Common mistakes we see

• Approving from photos only, then discovering the colour reads differently in the showroom.
• Changing the fabric or finish after production has started without re-confirming the sample.
• Ignoring packaging until the goods arrive damaged.
• Approving different models at different times with no single master list.

A disciplined sample stage costs very little compared with resolving a container of the wrong goods. If you want us to arrange samples for a specific range, send us your shortlist and we will come back with the specification and quotation.