Published 2026-10-10 · FSZ Furniture export team
Importing furniture for an office fit-out is different from buying stock. The deadline is fixed by the handover date, the BOQ is fixed by the tender, and every missing item stops the site. This guide walks through the process the way experienced contractors run it.
1. Start from the BOQ, not the catalog
Send the factory the full bill of quantities from your tender, with item codes, dimensions and any reference images. A good manufacturer matches every line to a model and tells you where a standard size is cheaper or faster than the size in the specification. Ask for alternatives in writing before you price the tender — changing a desk length after award is far harder.
2. Confirm finishes early
Most disputes on furniture packages are about colour. Ask for physical finish chips and get your client to sign them off. If the design calls for a custom colour, ask the factory to confirm the reference and the extra lead time.
3. Plan the timeline backwards from handover
- Production: typically 15–25 days after deposit for standard finishes; add 7–10 days for custom work.
- Sea freight: under a week to most Southeast Asian ports; around 3 weeks to the Gulf and East Africa; 4–6 weeks to West Africa and South America.
- Customs and delivery: allow 1–2 weeks depending on the country and your broker.
- Installation: knock-down furniture for 100 workstations usually takes a small team several days.
If the programme is tight, split the order: ship open-office workstations first and executive rooms in a second container.
4. Agree payment and inspection
The common structure is 30% deposit and 70% before shipment by T/T, or an L/C at sight for larger orders. Ask for photos of finished goods, packing and loading before you pay the balance. For your first order, a third-party inspection by SGS, QIMA or a similar company costs little compared with the value of a container.
5. Get the paperwork right for your country
Beyond the commercial invoice, packing list and bill of lading, many markets need extra documents:
- Saudi Arabia: SABER certificates for regulated products.
- Nigeria: SONCAP certificate and Form M through the importer.
- Kenya: PVoC certificate of conformity.
- Egypt: ACID number registered before shipment.
- ASEAN: Form E certificate of origin for preferential duty.
- Chile, Peru, Ecuador, Costa Rica: FTA certificate of origin for reduced duty.
Rules change, so confirm the current list with your customs broker before the factory books the vessel. Details by region are on our markets page.
6. Make installation easy
Ask for cartons labelled by floor and room from your drawings, exploded assembly drawings in English and a small box of spare fittings in every container. These cost the factory almost nothing and can save your installers days.
Planning a project now? Send us the BOQ and floor plan. You get a matched quotation and container plan within 48 hours. Send BOQ