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Approve the spec. Verify the goods. Define the handoff.
Good photos do not replace an approved sample, a signed drawing or an agreed inspection rule. Delivery needs a named receiver and a defined final step.
01 · Approval file
What exactly was approved?
Seven fields, one version. Any change goes back into the record.
| Field | Signed value |
|---|---|
| 1 Item code | FF-101 |
| 2 Dimensions | W780 D820 H760 ±5 mm |
| 3 Material & finish | White oak, stain FS-03 |
| 4 Hardware | Concealed glides, steel |
| 5 Colour & fabric | Bouclé BC-12, ivory |
| 6 Sample no. & drawing | S-0418 · A-501 rev C |
| 7 Signed by · date | Designer sign-off · v3 |
Next stepThe seven fields, and who should sign a fitted drawing.
02 · Evidence
Some decisions cannot be made from a photo.
Comfort, touch, colour, a moving mechanism and a site dimension each need a different kind of proof.
Material sample
Comfort, touch and colour are signed on a physical sample — not a screen.
Signed drawing
Fitted furniture needs a drawing signed by the right person, with a version.
Site measurement
A local re-measure of openings, services and interfaces before anything is cut.
On the factory floor
A mechanism has to be opened.
An extending table photographed closed tells you almost nothing. On the factory floor it is pulled open, the slides are run, the leaf is folded out and the veneer match is checked across the joint — and each of those is photographed.
03 · Inspection
Check against the signed version.
Supplier self-check, our follow-up and an optional independent inspection all use the same record.
| Approved | Observed | Deviation | Action | Re-check |
|---|---|---|---|---|
| Frame: white oak | White oak | None | Confirmed | Not needed |
| Seat height 400 mm | 402 mm | Within ±5 | Confirmed | Not needed |
| Stain FS-03 | Darker on 6 of 40 | Colour | To confirm Re-finish 6 pcs | Booked, pre-ship |
| Carton drop test | Passed | None | Confirmed | Not needed |
What a check looks like
Next stepOne finished sofa, checked the way this record describes.
04 · Failure path
If an inspection fails.
Open items stay visible until they are resolved.
- 01
Classify the defect
Type, severity and quantity.
- 02
Record the evidence
Photos and measurements per item code.
- 03
Propose a remedy
Repair, remake or replace — with time impact.
- 04
You decide
A written decision against the signed version.
- 05
Re-check
A named person, the same rule.
- 06
Ship or hold
Release or balance per contract.
Shipping and balance release follow the written contract agreed before ordering.
Next stepA failed check becomes a change. See how changes are decided and re-checked.
05 · Consolidation
From several factories to one room list.
Every carton carries an item code and a room, so the site team knows where it goes.
| Carton | Item | Qty | Room |
|---|---|---|---|
| Container 02 · 40HQ · three factories · 148 cartons | |||
| C-0001 | FF-101 Lounge chair | ×2 | Room 204 |
| C-0002 | FF-101 Lounge chair | ×2 | Room 206 |
| C-0148 | FF-114 Bedside | ×4 | Rooms 204–207 |
| Container 03 · 40HQ · two factories · 96 cartons | |||
| C-0212 | FF-145 Wardrobe | ×1 | Unit 2B |
| C-0213 | FF-145 Doors & hardware | — | Unit 2B |
| C-0290 | Spare parts kit | — | Store |
Sunnyvale, California · 17 June 2026 · one shipment, four rooms
Next stepOne delivery day, from container doors at 09:41 to a finished room at 21:47.
06 · Delivery scope
What does “door to door” end at?
Every row needs exactly one answer. A one-line “DDP to door” is not a scope.
| Step | Scope |
|---|---|
| Customs clearance | Included |
| Delivery appointment | Included |
| Tail-lift / forklift | To confirm |
| Kerbside unload | By local team |
| Carry-in | By local team |
| Unboxing | By local team |
| Assembly | By local team |
| Fixing to wall | Excluded |
| Packaging removal | To confirm |
Australia · 2026 · the same steps, photographed
Next stepWhat a “DDP door to door” quote usually leaves out, step by step.
07 · On arrival
A carton arrives damaged. Here is exactly what happens.
Five steps. Each one has an owner and leaves a record you can point to.
- 01
Don’t sign it clean
Note the damage on the delivery note before signing. Never “received in good condition”.
WhoYou / receiver - 02
Photograph before opening
Carton, carton mark and damage close-ups. Keep all the packaging.
WhoYou / receiver - 03
Report against item codes
One issue record with item code, carton number and photos — sent to your contact.
WhoYou / receiver → us - 04
We route it to the right party
Transit, manufacturing or packing error — each goes to a different party.
WhoUs - 05
Resolve under the contract
Parts, repair or claim, as agreed before ordering. Closed when you confirm.
WhoCarrier · factory · insurer
Delivery days, photographed on site
Compliance. Documents, testing or labels vary by category and destination. The importer of record and your local professional verify them — we only describe the coordination we do.
Next stepPrint this for whoever receives the delivery.
08 · FAQ
Straight answers.
How is production checked against the sample?
Against the signed version: the same fields, the same sampling rule, with photos and measurements per item code.
Who signs a fitted furniture drawing?
Your designer or local professional — the person responsible for site dimensions and interfaces. We record who and which version.
Does DDP include carry-in and installation?
Usually not. DDP typically ends at an address. Carry-in, assembly and fixing are listed separately in the scope matrix.
What should I record if a carton arrives damaged?
Photos before opening, the carton mark and item code, a remark on the delivery note, close-ups — and keep the packaging.
Who pays for local repair labour?
It depends on the contract and policy agreed before ordering. We make that line explicit rather than assume it.