Supplier vetting & compliance checklist
Most furniture import disasters are visible before the deposit is paid. This checklist turns supplier due diligence into a sequence you can complete in two to four weeks.
Stage 1 — Verify the business (desk research)
- Business licence and registered address match the factory you are dealing with — trading companies are fine if disclosed.
- Export history: ask for bills of lading or customs data showing shipments in your product category.
- Bank account name matches the company on the contract. Never pay a personal or third-party account.
- References from two buyers in your market, ideally similar order size.
Stage 2 — Audit the factory
- On-site or third-party audit covering capacity, equipment, kiln-drying for solid wood, upholstery and foam handling, and finishing lines.
- Social compliance: working hours, wages, safety and no forced labour. Retailers increasingly require recognised audit schemes.
- Traceability for timber (species, origin, legality documentation); some markets require deforestation-free or legality due diligence.
Stage 3 — Samples and specifications
- Approve a golden sample and keep a sealed counter-sample at the factory.
- Write a spec sheet: dimensions with tolerances, materials, foam density, fabric rub count, finish, packaging and drop-test requirements, labels and barcodes.
- Agree carton dimensions early — they drive your container load and freight cost.
Stage 4 — Product compliance by market
- Upholstered furniture (U.S.): flammability labelling requirements and, where sold, California's TB 117-2013 smoulder standard and labelling.
- Mattresses (U.S.): federal open-flame and cigarette-ignition standards with required testing and records.
- Composite wood (U.S.): formaldehyde emission certification and labelling under TSCA Title VI.
- Children's furniture and tip-over risk: stability requirements for clothing storage units; specific rules for cribs and children's products.
- EU/UK: general product safety, REACH substance restrictions, fire safety rules for upholstered furniture in the UK, timber due diligence.
- Lighting: electrical safety certification and marks — see our lighting guide.
Stage 5 — Inspect before you pay the balance
Book a pre-shipment inspection when at least 80% of goods are packed. Inspectors draw a random sample using ISO 2859-1 (AQL) tables — commonly General Inspection Level II with limits such as 0 critical, 2.5 major and 4.0 minor — and check workmanship, function, dimensions, packaging, labels and carton drop tests. Container loading supervision adds protection for high-value orders.
Stage 6 — Payment terms that protect you
- 30% deposit / 70% against a passed inspection report and copy of the bill of lading is common.
- Letters of credit or escrow for first orders above your comfort level.
- Contract clauses for late delivery, quality failure, tariff pass-through and governing law.
Red flags
- Prices far below market with no explanation.
- Refusal of audits or inspections.
- Changing bank details by email — call to verify on a known number.
- Certificates in another company's name or with unverifiable lab numbers.
Want vetted manufacturers, inspection firms or a sourcing agent? Send one request — free for buyers.
General information, not legal or compliance advice. Requirements depend on product, market and sales channel.