Office furniture acceptance checklist

Acceptance of office furniture does not begin at the moment of signing the invoice. To check a large delivery without chaos, prepare in advance an up-to-date specification, layout plan, responsible persons and site access rules. After installation, check not only the appearance, but also the stability, mechanisms, completeness and compliance with the plan.

What to prepare before delivery

• final specification with quantities and finishes;
• layout plan by room or floor;
• contact between the responsible person from the customer and the contractor;
• agreed unloading window and pick-up route;
• protection of finished floors, walls and elevators;
• place for temporary storage and packaging;
• confirmation of electrical and premises readiness.

If repairs are still underway, record which areas are ready. Placing furniture near dusty or wet work is risky, even if well packed.

Check during unloading

Check the number of places and markings with the accompanying documents. Pay attention to any breaks in the packaging, signs of impact or moisture. It is better to photograph suspicious areas before opening - this preserves a clear history of the damage.

Do not attempt to accept all furniture in detail at the unloading area if it is delivered in disassembled form. The main task of this stage is to confirm the number of packages, obvious damage and correct distribution into zones.

What to check after installation

Compliance with plan

Tables, cabinets and upholstered furniture are located in the correct rooms and do not block passages, doors, sockets and utility panels. Dimensions and orientation coincide with the approved diagram.

Completeness

All countertops, supports, screens, cabinets, shelves, handles and decorative caps are in place. Pay special attention to small elements: their absence is often noticed after the move.

Build quality

The furniture is stable, the joints are tight, the gaps are even, the facades are level. Countertops do not wobble, cabinets are secured when necessary, and adjustable supports are aligned.

Surfaces

There are no chips, scratches, dents, glue stains or differences in finish within the same group. Check edges and corners at eye level and in side light.

Mechanisms

Drawers and doors open without jamming, locks work, and closers close smoothly. The chairs have adjustable height, backrest and armrests; the rollers match the coating.

Cable management

Hatches, trays and socket blocks are installed, cables are not pinched and are accessible for maintenance. The wires do not lie in the passages and do not interfere with the legs.

Consider the office by zones rather than “as a whole.” This makes it easier to associate each comment with a specific position, photo, and person responsible.

How to record comments

Use one table or act. For each item, indicate the room, position, description, photograph, type of solution and deadline. Divide the comments into those critical for the launch and non-critical cosmetic ones.

Go beyond “fix the furniture.” The wording must be verifiable: replace a damaged tabletop, adjust the cabinet front, install a missing plug, move the table according to plan.

After elimination, repeat the search only through the open list and mark the closed items. This is faster than repeating the full acceptance.

What documents to get

• invoices and delivery documents;
• certificate of completed installation work;
• acceptance certificate or list of open comments;
• warranty conditions and service contacts;
• final specification with articles and finishes;
• instructions for adjustable or electrified furniture.

Save the bundle in the project's shared folder. It will be needed for warranty claims, rearrangements and subsequent additions.

Final ten minute test

1. Sit at a typical workstation and adjust your chair.
2. Plug in your laptop and check the outlets.
3. Open the nearest cabinet and closet completely.
4. Walk the main routes with the seats pushed back.
5. Make a test video call in the meeting room.