Buying furniture, especially custom-made furniture, is not only about design, materials and sizes. It is also about reliability, safety and legal protection of the buyer. That is why it is important to understand what documents a furniture manufacturer must provide - be it a private craftsman, a small studio or a large company.
In this article, we will look at what documents you have the right to request before starting work, during the process and after receiving the furniture, and what you should pay special attention to.
🔍 Why do you need documents when ordering furniture?
Many buyers neglect the paperwork - especially when working with private craftsmen. However, the lack of official documents is:
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lack of guarantee,
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impossibility to return or replace the goods,
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lack of evidence in case of dispute.
💡 Proper documents are your insurance. They protect your interests and ensure that the manufacturer fulfills its obligations.
📋 Key documents that a furniture manufacturer must provide
Let's divide them into stages: before starting work, during order execution And after completion of the project.
📌 BEFORE WORK START
1. Commercial offer or preliminary calculation
A document that states:
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list of ordered products,
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materials,
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sizes and colors,
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estimated cost,
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production times.
🟡 Not legally required, but useful for understanding the terms and subsequent comparison with the final contract.
2. Contract for the manufacture of furniture
This is the main legal document! It must necessarily indicate:
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Full details of the parties (full name, details, contacts).
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Detailed technical specifications (product names, dimensions, materials, color, quantity).
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Cost and payment procedure.
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Manufacturing and installation times.
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Terms of delivery and lifting.
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Warranty obligations.
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Responsibility of the parties.
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Conditions for termination of the contract.
📌 The agreement can be either paper or electronic, but must be signed by both parties.
3. Appendices to the agreement
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Sketches or visualizations furniture with dimensions indicated.
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Specification — a list of all parts, materials, fittings.
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Technical task — especially important for complex projects.
⚙️ DURING ORDER FULFILLMENT
4. Measurement report
Signed after the specialist's visit. Specifies the exact dimensions of the room, features of the walls, ceilings, and communications.
📌 This act protects both parties in case the finished furniture is not suitable due to incorrect data.
5. Invoice/Receipts
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Advance payment (usually 30-70% of the amount).
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Final settlement — after installation and signing of the acceptance certificate.
Documents must contain:
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date,
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name of the company or sole proprietorship,
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amount,
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signatures or seals.
6. Materials invoice (optional)
If you provide materials or control the purchasing process, the invoice records the actual volume, cost and name.
🏁 AFTER MANUFACTURING AND INSTALLATION
7. Acceptance certificate
It is signed after the furniture has been installed. It states:
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that the work has been completed,
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what condition is the furniture in,
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compliance with technical specifications,
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Are there any complaints about the quality?
💬 If there are any shortcomings, be sure to record them in writing in the report!
8. Warranty card
Must contain:
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warranty period (usually 12-24 months),
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warranty service conditions,
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list of non-warranty cases,
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contact information for inquiries.
📌 Without a warranty card, it is difficult to prove the right to free repair or replacement.
9. Certificates for materials and fittings
Particularly important when ordering:
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furniture for children,
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kitchens (resistance to moisture, temperature),
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products made of MDF, chipboard (environmental classes).
Certificates confirm:
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safety,
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compliance with GOSTs or TU,
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quality of paint and varnish coatings, adhesives, fittings.
10. Operating instructions (optional)
Some manufacturers provide recommendations:
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for furniture care,
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for cleaning facades,
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on the operation of built-in equipment.
⚠️ What to pay attention to when preparing documents
| Question | What to check |
|---|---|
| 📅 Deadlines | Specified clearly, with a reserve for unforeseen circumstances |
| 💵 Payment | Procedure, terms, possibility of staged payment |
| 📦 Materials | Names, manufacturers, color codes |
| 🔧 Fittings | Brands indicated (Blum, Hafele, Hettich, etc.) |
| 📍 Installation | Is it included in the price, who is responsible for defects? |
| 🛡️ Guarantee | Term, conditions, service contacts |
💬 Frequently asked questions
❓ Should the manufacturer be a registered entrepreneur?
Yes. Working without an official status (LLC, private entrepreneur/sole proprietor) means that you will not be able to legally demand anything if problems arise.
❓ Do I need to sign a contract if the amount is small?
Need to. Even if you order a cabinet for 3,000 UAH, the contract is protection and documentary confirmation of your rights.
❓ What to do if the manufacturer does not provide documents?
This is a warning sign. It is better to refuse the deal or at least demand a written specification with a signature and a receipt for the money.
✅ Results
When ordering furniture, you have the right to demand:
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An agreement describing all the terms and conditions.
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Project or sketches.
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Specification of materials.
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Measurement report.
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Warranty card.
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Acceptance certificate.
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Quality certificates (if necessary).
📢 Remember: the more detailed the documents are, the fewer risks and controversial situations there will be in the future.
If the manufacturer is transparent, open and works "in the clear" - he is always ready to provide all the necessary papers. And you are calm about your order and the result.
