Ordering Sofas: What to Put on the Spec Sheet
A practical sofa order checklist: module orientation, critical dimensions, fabric samples, cushion feel, visible details and packing, all in one record.
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Put the model, quantities, module plan, dimensions, cover reference and approval notes in one document. Add the intended use and any access or packing constraints. If a detail is undecided, label it as open. “Same as the picture” is not enough to approve a batch order.
Draw the arrangement before naming the sides
“Left chaise” can mean different things depending on where you stand. Use a simple top view with the room entrance marked, label each module and write down whether left and right are viewed facing the sofa. The drawing should remain the reference if the shorthand is unclear.
Record the assembled width, depth and height, then the dimensions that matter to use: usable seat depth, seat height and arm height where relevant. Do not substitute outside depth for usable seat depth. Note whether feet or cushions are included in the measurement.
Measure the delivery route too. Doorways, lift openings and turns can matter even when the sofa fits the room. Ask for packed dimensions and confirm any parts intended to be removed for access. Do not assume a module can be dismantled because the picture shows a seam.
Agree on one view before naming left and right.
- A: Overall width — measure the complete assembled group.
- B: Overall depth — include the longest module, not just the seat depth.
- C: Module boundary — match each component to the order list.
- D: Viewing direction — face the sofa from this side; mark the room entrance separately on your plan.
A fabric code and a sitting sample answer different questions
For the cover, record the supplier reference, colour and approved sample. Note a required pattern direction or seam position on the drawing. Keep a record of what was approved so that a later repeat order does not rely on somebody finding the right message thread.
For comfort, describe the preference, then compare it with a sample. “Soft” is a starting point for discussion, not a finished specification. The PFA distinguishes foam density from compression-related properties such as firmness; neither a fabric photo nor a single density value defines the feel of the assembled seat.
For a busy shared space, ask which performance information applies to the chosen fabric and intended use. ACT’s textile guidance considers more than abrasion, including colour transfer, light exposure and physical properties. These references help you ask questions; they do not certify the fabric or sofa you are ordering.
ACT — textile performance guidelinesFinish with an approval record someone else can follow
Include photographs or drawings of the details that are easy to miss: cushion count, feet, piping, seam position and visible hardware. Mark which image is the approved reference and which images are only inspiration. Keep material and frame specifications separate from what can be seen in a finished-product photograph.
Record the packing requirements and carton marks with the order. A label that identifies the model but not its module position can make a mixed delivery harder to sort. Ask how cartons and components will be matched to the packing list.
Keep the version and sample reference together. If something changes later, say what it replaces. Production, inspection and repeat orders should all refer to the same record.
Before you send the spec sheet
- Model and quantity match the labelled module plan.
- Overall dimensions and the delivery route have been checked; unknowns are marked.
- Cover reference, sample approval and comfort requirements are recorded separately.
- Cushions, feet, seams, labels and packing are specified where required.
- One dated revision identifies what is approved and what is still open.
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