01Use one coordinated specification
Assign each item a code linked to drawings and schedules. Record its location, description, performance, quantity, unit and delivery scope. Include dimensions and finishes, installation requirements and service connections where relevant. Identify who verifies quantities, approves appearance and authorises the order. Use version control to prevent obsolete selections reaching site.
02Review samples together
Compare flooring, wall finishes, metal and fabric under the intended lighting. Screens cannot replace physical samples. Label the approved sample set and retain it for delivery checks. For a complex junction, agree a physical mock-up that includes fixings, joints and adjacent finishes, so assembly quality can also be reviewed.
03Compare quotations on equal terms
Check delivery, unloading, handling, fixings, installation and commissioning. Confirm taxes, currency, quotation validity, batch sizes and storage conditions. Define the event that starts a lead time: payment, shop-drawing approval or sample approval. A duration without a starting event cannot support a reliable programme.
04Approve substitutions before ordering
Record the original and proposed item, reason, performance, cost and programme impact. Check dimensions, fixings, levels, connections, maintenance and documentation. Similar colour does not establish equivalence. Record approval and update the specification and affected drawings before releasing the order.
05Connect deliveries to site readiness
Work backwards from installation and substrate readiness. Check delivery routes, storage and access for large items. On arrival, verify labels, quantities, completeness and visible damage. Record discrepancies and agreed actions in a shared delivery register. Check batches before mixing them when colour or texture consistency matters.
Client checklist
- Link items to current drawings.
- Label and approve physical samples.
- Compare equal supply scopes.
- Record approved substitutions in the documents.
Questions and answers
When should procurement begin?
Check availability and lead times during design. Release each order when sufficient item-specific information has been approved.
Can a cheaper alternative be used?
Evaluate performance, installation, maintenance and effects on related work before deciding on overall value.
Related: Office fit-out: stages and scope · Our projects
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