Running commissions
Commissioning furniture: a checklist to prepare before meeting your maker
Updated · 5 min read
If a furniture maker has sent you this page, they want your first conversation to be useful for both of you. Ten minutes with this checklist saves a second meeting and makes the quote more accurate.
It is a short companion to our full guide on how to commission custom furniture, which explains the process, lead times and costs. Every studio works differently, so the maker's own written terms always take priority.
Key takeaways
- Measure the space, the doorways and the route in, and take photos of the room in daylight.
- Write down who will use the piece, how often and for what, including the awkward cases.
- Give the maker an honest budget range and say whether your date is fixed or flexible.
- Ask about the deposit, payment stages, updates, delivery, care and guarantee, and get the answers in writing.
- At handover, check the piece against the agreed specification and keep the paperwork together.
Measurements and photos to prepare
Makers need numbers and context. Bring both, even if you think the maker will measure again.
| Prepare | Why it helps |
|---|---|
| Room dimensions, in mm or inches, with ceiling height | Sets the overall size and proportions |
| The exact space for the piece, including skirting boards, sockets, radiators and windows | Avoids a piece that blocks a socket or sits over a radiator |
| Doorways, stairs, landings and any lift, with the tightest turn measured | Decides whether the piece can be delivered in one part |
| Photos of the room from several angles, in daylight | Shows light, colours and floor finish |
| Photos of furniture it should sit with, with their sizes | Helps match heights, timbers and tones |
| Pictures of pieces you like, and ones you don't | Faster than describing a style in words |
Measure twice and note where you measured from. Floors and walls are rarely square, so measure at more than one point.
How you will use the piece
The DesignerMakers.Org.UK commissioning guide says a maker will want a reasonably clear idea of the size, function and colour of the piece. Function is the part clients most often skip. Note down:
- Who uses it: how many people, their heights, children or pets, anyone with limited mobility.
- How often and for what: daily meals, homework, working from home, occasional guests, storage of particular items with sizes.
- The hard cases: the largest gathering it must seat, the heaviest thing it must hold, hot dishes, plants, a dog that leans on it.
- The room's conditions: underfloor heating, strong sun, a conservatory, a holiday home left unheated. These affect timber and finish choices.
- Care you are willing to do: some finishes need occasional re-oiling, others need almost nothing. Be honest about which you will actually do.
Budget and timing: be honest early
Budget. The same guide puts the question plainly: how much do you wish to pay? A maker can adjust size, timber, joinery and finish to meet a budget, but only if they know it. Give a range and say which end you would prefer. If you have no idea of cost, ask for a rough figure before the design work starts. A maker would much rather hear "that's more than I expected" at the first meeting than after the drawings.
Design fees. The guide notes that a design fee may be payable to cover visits, research and preparing the design. Ask whether one applies and whether it is deducted from the final price if you go ahead.
Timing. Tell the maker:
- the date you need the piece, and whether it is fixed (a house move, a wedding) or a preference;
- any times you are away or cannot take delivery;
- how quickly you can usually reply to questions and approve drawings.
Makers plan their workshop weeks around each job. Slow approvals move the finish date as surely as slow timber deliveries.
Questions to ask the maker
Print this list or keep it on your phone. Write down the answers, or ask the maker to confirm them by email.
Money
- How much is the deposit, and what does it pay for? The DesignerMakers.Org.UK guide says deposits are normally up to 50%.
- When is the balance due: on completion, before delivery or on delivery?
- Are there stage payments for a larger piece?
- If either of us cancels, what happens to the deposit, and at what point?
Our guide to custom furniture deposits explains why makers take deposits and the questions around refunds.
Stages and approvals
- What are the stages, from design to delivery?
- What will I approve, and when: drawings, timber, a finish sample?
- What happens if I want to change something after approval?
Updates during the build
- How will you keep me updated: photos, messages, a visit to the workshop?
- How often should I expect to hear from you?
- If the date slips, how and when will you tell me?
Delivery and installation
- Is delivery included in the price? Is installation?
- How many people will deliver it, and do you need parking or access arrangements?
- Who is responsible for the piece until it is in place?
Care and guarantee
- Which finish will you use, and which product exactly?
- What will day-to-day care involve, and how often will it need refreshing?
- Do you offer a guarantee, what does it cover and for how long? In England, Citizens Advice notes that guarantees add to your legal rights rather than replacing them.
What happens at handover
Handover is the last stage of the commission, and it is worth doing properly rather than in the hallway.
- Check the piece against the agreement. Dimensions, timber, finish and details such as drawer runners or extension mechanisms. Expect natural variation in colour and grain between boards; raise anything that differs from what was agreed.
- Ask the maker to show you how it works. Extending a table, adjusting doors, levelling feet.
- Get the care instructions in writing. They should name the finish and the product, what to clean with, what to avoid and when to refresh the finish.
- Collect the paperwork. The invoice, the guarantee if there is one, and a record of the materials and finish. Some makers also provide a certificate or a maker's mark with a date or number.
- Pay the balance as agreed and keep the receipt.
- Keep it all together. A folder, or photos of every document in one place on your phone.
If a problem appears later, contact the maker first and describe it with photos. Most makers want to know, and many small issues, such as a sticking drawer after the first winter, are simple adjustments.
Sources
- Commissioning guide, DesignerMakers.Org.UK: size, function and colour in the brief, budget question, design fees, deposits normally up to 50%, written proposal contents; accessed 31 October 2026
- Claim using a warranty or guarantee, Citizens Advice: warranties and guarantees add to your legal rights (England); accessed 31 October 2026
Questions this guide gets asked
Should I tell the maker my budget straight away?
Yes, as a range. The DesignerMakers.Org.UK commissioning guide asks clients directly how much they wish to pay, because the design can be shaped to a budget. A maker who knows your range can suggest the right size, timber and level of detail instead of drawing something you cannot afford.
I don't know exactly what I want yet. Is it too early to talk to a maker?
No. Bring the measurements, photos and how you will use the piece, and say what you are unsure about. Working out the design is part of the maker's job. Ask early whether the design stage carries a fee.
What if my dates are fixed, such as a house move?
Say so in your first message, with the date and whether it is fixed or a preference. A fixed date affects whether a maker can take the job at all, so it is the most useful thing you can tell them early.
Does a maker's guarantee replace my legal rights?
In England, Citizens Advice says warranties and guarantees add to your legal rights rather than replacing them. Rules differ in other countries, so ask the maker what their guarantee covers and check your local consumer rules if anything goes wrong.
What paperwork should I keep after handover?
Keep the written agreement or quote, the invoice, the care instructions and any record of the materials and finish. Store them together with the date of delivery. A restorer or a future buyer will want to know the timber and finish.