Short answer: For standard office furniture from China, expect MOQs of roughly 10–50 pieces per model, samples in 3–10 days, made-to-order production in 25–45 days after deposit, FOB prices quoted per piece, and 30% deposit / 70% before shipment as the default payment structure. Custom and project orders add design approval and tooling time.
That is the short version. The expensive mistakes usually happen in the details between those numbers, so this guide walks through what each term actually means, what to verify in a quotation, and where buyers lose money.
What does MOQ mean for office furniture?
MOQ (minimum order quantity) is the smallest run a factory will schedule for a model at a given price. For office furniture it is driven by fabric or finish setup, CNC programming, upholstery cutting runs and packaging, not by raw material.
| Product type | Typical MOQ per model | Notes |
|---|---|---|
| Ergonomic / task chairs | 10–50 pcs | Mesh colours and frame finishes usually set the MOQ |
| Executive chairs | 10–30 pcs | Leather and wood veneer runs drive the minimum |
| Height-adjustable desks | 20–50 pcs | Frame and desktop are usually ordered together |
| Workstations / cubicles | 20–50 sets | Panel fabric and size modules matter most |
| Conference tables | 10–30 pcs | Large sizes may be quoted one-off |
| Storage / filing cabinets | 20–50 pcs | Powder-coat colour is the main constraint |
| Samples | 1 pc | Sample fees are commonly credited against a bulk order |
Two practical rules: ask for the MOQ per colour, not just per model, and ask whether mixed models can share one production slot. A factory that can run 20 chairs + 20 desks + 20 cabinets together is often more flexible than one quoting a lower MOQ on a single SKU.
How long does production actually take?
Lead time starts when the deposit clears and the final specification is approved — not when you send the inquiry.
| Stage | Typical duration | What can delay it |
|---|---|---|
| Sample | 3–10 days | Fabric availability, custom logo tooling |
| Stock / standard items | 7–15 days | Colour or finish not in stock |
| Made-to-order | 25–45 days | Fabric dye lot, hardware, powder-coat colour |
| Project / OEM | 45–75 days | Drawing approval, mock-up sign-off, packaging design |
| Sea freight (China → US West Coast) | 18–30 days | Port congestion, carrier schedule |
| Sea freight (China → Europe) | 28–40 days | Red Sea routing, customs checks |
Add a buffer for Chinese New Year: factories typically close for two to four weeks around the holiday, and production slots before and after the break fill up early. If your project has a fixed opening date, place the order at least 10 weeks before installation.
How is an FOB price built?
FOB (Free On Board) means the supplier delivers the goods to the named port and clears export; the buyer pays ocean freight, insurance and import duties. A typical office chair FOB price breaks down roughly like this:
| Cost element | Share of FOB price | What moves it |
|---|---|---|
| Materials (mesh, foam, fabric, aluminium, plywood) | 45–60% | Material grade and weight |
| Components (mechanism, gas lift, casters, arms) | 15–25% | Branded vs generic parts |
| Labour and assembly | 10–15% | Complexity and finish |
| Packaging | 3–6% | Carton strength, pallet, drop-test standard |
| Factory overhead and margin | 10–20% | Order size, payment terms, certification work |
This is why two chairs that look similar online can differ by 2× in price: a German Bock mechanism and a 340 mm aluminium base cost several times more than a generic nylon base. Ask for a component-level breakdown — mechanism brand, gas-lift class, foam density, mesh origin — rather than comparing headline prices.
Indicative 2026 FOB ranges for factory-direct office seating are roughly US$120–250 for a basic task chair, US$250–450 for a mid-range ergonomic chair, and US$450–800 for a full-function chair with branded mechanism and aluminium base. Always confirm against the actual specification and test reports.
What payment terms are normal?
The standard structure in the Chinese office furniture industry is 30% deposit, 70% against the bill of lading copy. Other structures exist but change the risk balance:
| Term | Who carries the risk | When to use |
|---|---|---|
| 30% deposit / 70% before shipment | Buyer pays most before goods leave | First orders, small amounts |
| 30% deposit / 70% against B/L copy | Shared — buyer sees shipping document first | Most repeat orders |
| Letter of credit at sight | Bank handles payment against documents | Orders above ~US$50,000, new suppliers |
| Net 30 / 60 | Supplier carries risk | Established buyers with credit history |
For a first order, avoid paying 100% upfront. For large orders, a letter of credit protects both sides, but expect the supplier to price in the banking cost.
Where quality problems actually come from
Most complaints are not about the frame failing — they are about colour mismatch, missing hardware, packaging damage and specification drift between the sample and the bulk run.
Build these checkpoints into the order:
- Golden sample sign-off — keep a sealed, signed sample at the factory and one at your office.
- Material approval — fabric, mesh, veneer and powder-coat colour chips approved in writing.
- In-process check — photos of the first production batch before packing.
- Pre-shipment inspection — AQL 2.5 is the common standard for furniture; book SGS, BV, TÜV or your own agent.
- Loading photos — pallet layout, carton count, container seal number.
A factory that resists a third-party inspection is a warning sign, not a cost-saving opportunity.
FAQ
What is the difference between MOQ and a sample order?
A sample order is a single unit bought at sample price plus express freight. MOQ is the minimum production run for bulk pricing. Most factories allow one sample before a bulk order and credit the sample fee against a larger order.
Can I mix different models in one order to reach MOQ?
Usually yes, if the models share the same fabric or finish family. Mixed containers are common for office projects — chairs, desks and storage can ship in one container — but each model still needs to meet its own minimum production quantity.
Is FOB or DDP better for a first order?
FOB gives you control over freight and is cheaper if you have a forwarder. DDP is simpler but the supplier must be able to act as importer of record, and the quote includes duties and destination charges. For a first small order, DDP can be worth the premium; for repeat container orders, FOB is usually better.
How do I verify a supplier is a real factory?
Ask for the business licence, the factory address, a video walk-through of the production line, and ISO 9001 or BIFMA test reports with the factory name on them. Then verify the address independently — a trading company can look identical online.
What certifications should I request for US and EU orders?
For the US, BIFMA X5.1 for chairs and CARB/TSCA Title VI for composite wood; GREENGUARD or GREENGUARD Gold for low-emission claims. For the EU, EN 1335 for office chairs, EN 16139 for non-domestic seating, and REACH declarations. See our certifications page for how these map to product lines.
How much should I budget for freight?
As a rough planning number, sea freight contributes roughly US$10–25 per chair on a full container, while express samples can cost US$250–400 per chair. The gap is why samples and bulk orders are quoted separately.
Next step
If you are shortlisting suppliers for a 2026 project, send your BOQ, target quantities and destination port through our quote form — we respond with an FOB and DDP option within one business day. You can also browse office seating and desks and workspaces to shortlist models first.
Sources: BIFMA International (bifma.org); ISO 9001 (iso.org); CARB ATCM 93120 and EPA TSCA Title VI (arb.ca.gov, epa.gov); freight benchmarks from public 2026 forwarder rate reports. Freight and duty figures are planning ranges, not quotations — confirm with your forwarder and customs broker.
Last updated: November 2026
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Wenyi Editorial Team
The in-house content and engineering team at Wenyi Office Furniture (Dongguan Guanzhi Furniture Co., Ltd.). We write about office ergonomics, furniture standards, sourcing and workplace design based on 20 years of manufacturing experience in Dongguan, China.