Furniture decisions often develop across photographs, drawings, samples and messages. A useful written confirmation brings the relevant details together so the people involved can identify the same proposed item. It should make a change visible and an unanswered question easy to find before an order is approved.

Use the fields below as a discussion checklist. The records, approval method and responsibilities for your project need to be agreed with the relevant parties. A preference shared during an early conversation should remain distinguishable from an authorised order decision.

Give every selection a clear reference

Start with an item code or other agreed reference, the intended room and the quantity. Link the selection to the supplier's proposal and current quotation. If several pieces look alike, a label such as “the cream sofa” may not be enough to distinguish them later.

Include a dated reference image where useful, with a note explaining its purpose. It might show the proposed model, a finish direction or a detail still under discussion. State which role it plays so an inspiration image does not quietly become a production instruction.

Identify the current specification

Bring dimensions, materials, configuration and finish details into the record. Include units and identify the drawing or schedule version being used. If measurements are provisional, say which ones and who needs to check them. For fitted joinery, identify the site information and drawing revisions that the supplier is working from.

A practical selection summary might contain:

  • Item reference, room, quantity and quotation reference.
  • Proposed dimensions, configuration and material description.
  • Finish or upholstery code and relevant sample reference.
  • Current drawing version and any requested adjustment.
  • Open questions, the next action and responsible contact.

Keep those fields specific to the item. A dining chair may need checking against the proposed table, while cabinetry may depend on confirmed site dimensions. The selection and confirmation stage is where those connected questions can be brought together.

State what a sample confirms

Record which sample is being considered and the decision it supports. A sample may be relevant to colour, texture or a particular material, without confirming every detail of the finished piece. Ask which characteristics still need separate confirmation, such as construction, dimensions or a matching component.

When a decision is made remotely, identify the sample reference used during the discussion. At Juhaus, the service scope, fees and applicable terms are explained before payment; the project-team video meeting is booked after the agreed service payment is confirmed. Agree what information needs to be prepared for that meeting so it can resolve specific questions.

Make changes traceable

When a finish, dimension or quantity changes, update the affected record and identify the new version. Keep the previous version identifiable as superseded. Ask whether the change affects the quotation, proposed timing, related items or any earlier approval.

A short message such as “change the fabric” leaves room for confusion. A more useful record names the item, the previous and proposed finish references, and the points awaiting confirmation. Use the same item reference in the quotation comparison so the price and specification stay connected.

Separate review from approval

Agree who can approve a selection, how that approval is recorded and which document version it covers. Make the status readable: under discussion, awaiting an answer, ready for review or approved through the agreed method. An unresolved field should remain visible rather than being filled with an assumption.

Before the order approval stage, review the selection record against the current quotation and applicable order terms. Keep the confirmed details available to the parties handling the next steps. Discuss how changes, open questions and responsible contacts will be reflected in project updates. If you are preparing your first room list, contact Juhaus to discuss a suitable starting point.