Reviewed: 1 October 2026.
An importer building a resale range and a distributor supplying a childcare fit-out both need an order they can cost, approve and receive accurately. The starting point is a model-by-model schedule with clear commercial assumptions.
Use this checklist alongside our wholesale furniture overview. It is designed for importers, wholesalers and distributors comparing an initial order or preparing repeat supply. A fit-out layout can inform the schedule; quantities, configurations and delivery responsibilities still need to be agreed for the actual order.
1. Build a model-by-model order schedule
Shortlist from storage and shelves, coat lockers and tables and chairs. Share model codes or product links so each quotation refers to an identifiable item.
Copy this blank template into your purchasing worksheet. Dashes mark information to supply or confirm; this is not a sample customer order.
| Model code or product link | Required configuration | Quantity | Resale or project allocation | Open questions |
|---|---|---|---|---|
| — | — | — | — | — |
| — | — | — | — | — |
| — | — | — | — | — |
Record the quoted MOQ for each model and configuration. Ask how requested changes affect quantity requirements, price and scheduling. A combined order total does not establish that different models can share one MOQ.
2. Approve the specification behind the price
Keep a dated specification reference for each SKU. Include confirmed dimensions, construction, material and thickness, finish, hardware, supplied components and assembly format. Mark unresolved details as pending rather than copying a nearby model's specification.
For OEM requests, identify each change: dimensions, configuration, finish, branding, cartons, labels or instructions. Ask which changes require engineering, samples or testing and include the agreed scope in the quotation.
Before approving bulk production, agree how the sample or other specification evidence will be reviewed. Request the relevant drawings, photographs, finish reference and assembly information. Record any accepted differences between a sample and the production specification. For repeat orders, identify the approved version and confirm changes before reordering.
Where test documentation is relevant, check the report's product or material identity and covered configuration against the proposed order. A report covering one material or model should not be presented as evidence for every item in a mixed order.
3. Obtain packing data before estimating freight
Request the following for each quoted configuration:
- Units per carton and cartons per complete unit.
- External carton length, width and height, with units stated.
- Packed gross weight per carton and the basis of any quoted net weight.
- Total carton count, shipment CBM and any pallet dimensions or weight.
- KD or assembled supply, hardware packing and assembly instructions.
Calculate rectangular carton CBM from external dimensions in metres, multiply by the count for that carton type, then add the totals across all carton types. Reconcile the result with the proposed packing list. If goods are palletised, confirm the shipping volume from the loaded pallet dimensions; a carton-only total may exclude space added by palletisation. An assembled furniture footprint is not its shipping volume; product-only weight is not packed gross weight. Request an updated calculation when packaging or configuration changes. Container planning also needs the actual mix and loading arrangement.
4. Compare costs on the same basis
Use one worksheet for supplier and logistics quotations. Record currency, quotation date, validity and any exchange-rate assumption. Include the selected Incoterms® rule, named place or port and version in the comparison.
ICC explains that Incoterms® rules allocate delivery tasks, costs and risks between sellers and buyers. Read the quoted responsibilities alongside each charge.
| Cost or condition | Information to record |
|---|---|
| Furniture | Unit price, quantity, specification version and extended total |
| Development and approval | Agreed sample, engineering or testing charges |
| Packing | Included packaging and separately quoted changes |
| Origin and international transport | Included legs, handling, freight and insurance arrangements |
| Destination costs | Broker, terminal, clearance, applicable taxes and delivery estimates |
| Local fulfilment | Receiving, storage, assembly or onward delivery where applicable |
| Commercial basis | Currency, validity, payment terms, named Incoterms® place and version |
Mark every charge as included, separately quoted or still pending, and identify who pays it. Avoid double counting freight or handling already included in another quote. Keep uncertain costs visible instead of treating blank cells as zero. For Australian orders, use the importing furniture guide to prepare questions for your broker and forwarder.
5. Plan approvals and delivery as separate stages
MJK's standard production is approximately 30–45 days after deposit clearance, including about one week of finish curing. Shipping is additional.
Use a project schedule covering:
- Specification and commercial agreement.
- Required sample, drawing or finish approvals.
- Deposit clearance and production scheduling.
- Production, curing and agreed inspection.
- Packing, freight booking and dispatch.
- Transit, clearance, delivery and receiving checks.
Record approval responsibilities and release points before ordering. Confirm how unresolved approvals or changes affect the schedule. Additional engineering or testing needs its own agreed allowance in the quotation. Sample work, transport and destination handling depend on the project and route; confirm those durations before committing to a customer's fit-out date. Our production and shipping guide explains the distinction.
6. Agree receiving and issue-handling records
Before shipment, agree inspection points, acceptance criteria and required photographs or records. Discuss how carton labels, hardware lists and assembly instructions will help your receiving team identify complete units.
Agree the process for reporting damage, defects or missing parts, including evidence, reporting periods, responsibilities and any spare-parts arrangement. Put agreed remedies and costs in writing.
Start with the information you have
For an initial discussion, a model list, estimated quantity per model and delivery destination are enough to start. Include your target arrival window and requested changes if known; the remaining details can be clarified during quotation.
Request a wholesale quotation with your model codes or product links, quantities and destination.