10 Questions Every First-Time Buyer Must Ask Before Sourcing Furniture from China
The Question She Didn't Ask Cost Her ₹15 Lakhs
Last month, a friend called me in panic. She'd just placed a massive furniture order with a Foshan factory for her boutique hotel project. Everything seemed perfect beautiful catalog photos, reasonable pricing, polite communication.
Then, almost as an afterthought, she asked me: "They want 80% payment upfront. That's normal, right?" My stomach dropped. "Please tell me you haven't transferred the money yet."
She had. Two days earlier.
Three months later, the furniture arrived. Wrong dimensions. Cheap materials. Finish quality that belonged in a budget motel, not a boutique hotel. The factory's response? "This is what you ordered. No refunds".
₹15 lakhs gone. Hotel opening delayed by two months. Guests checking into rooms with mismatched, substandard furniture.
The tragedy? One simple question asked at the right time would have revealed this factory's problematic payment structure and saved her from disaster.
Let me give you the 10 questions that separate successful China furniture sourcing from expensive nightmares. These aren't just questions they're your protection.
Question #1: "Do You Have Permanent Staff Actually Based in Foshan?"
This is the single most important question you'll ask. Full stop.
Most sourcing "agents" work remotely sitting in India or elsewhere, coordinating via email and WeChat with factories they've never personally visited. When issues arise (and they always do), they have zero leverage and no way to physically verify anything.
What you want to hear: "Yes, we have Chinese nationals on our permanent payroll working in Foshan who visit factories regularly".
Red flags to run from:
"We have partners in China" (translation: they know some people)
"We visit China regularly" (translation: they're not there now)
"We work with local agents" (translation: no direct control)
Why this matters: When your custom dining table is being manufactured wrong and the factory insists everything's fine, you need someone who can walk into that factory tomorrow, examine the work in person, and apply real pressure. Email complaints from someone 4,000 kilometers away? The factory will ignore them.
Minose maintains permanent Chinese staff in Foshan who conduct weekly factory visits, inspect production in person, and communicate specifications in fluent Mandarin. That on-ground presence is worth more than every other service combined.
Question #2: "What Exactly Is Included in Your Sourcing Fee?"
Sourcing fees vary wildly anywhere from 10% to 30% of project value. But the percentage alone tells you nothing. You need to understand exactly what you're paying for.
What you want to hear: A detailed breakdown like:
Initial design consultations and space planning
Factory vetting and manufacturer selection
Guided China factory tour with all logistics
Material selection assistance
Multi-stage quality control inspections
Production management and communication
Logistics coordination (shipping, customs, delivery)
Installation supervision
Warranty management
Red flags:
Vague answers like "we handle everything" without specifics
Sourcing fee that doesn't include quality inspections
Hidden charges that appear later (inspection fees, communication fees, documentation fees)
Follow-up question: "Are there any additional fees beyond the sourcing percentage and actual furniture/logistics costs?"
If they hem and haw, there definitely are hidden fees coming.
Question #3: "Walk Me Through Your Quality Control Process Specifically"
This question separates professionals from pretenders faster than anything else. What you want to hear: Detailed, multi-stage inspection protocols:
Material verification before production begins
In-process inspections at frame construction, upholstery, and finishing stages
Pre-shipment comprehensive inspection with photographic documentation
Clear criteria for what passes/fails at each stage
Client approval required before production advances
Red flags that should terrify you:
"We inspect everything before shipping" (way too late)
"The factory has quality control" (trusting the manufacturer to police themselves)
"We check photos they send" (seeing what they choose to show you)
"We can arrange inspection if you want" (inspection should be standard, not optional) Follow-up question: "Can I see photographic documentation from inspections on recent projects?"
Legitimate sourcing partners have thousands of inspection photos from completed projects. If they can't show you examples, they're not actually conducting rigorous inspections.
Question #4: "What's Your Payment Structure and Why?"
Payment structure reveals everything about risk allocation.
What you want to hear: Milestone-based payments tied to verified progress:
30-35% deposit upon order confirmation
35-40% upon substantial completion with inspection approval
25-30% after pre-shipment inspection and client approval
This structure protects both parties. Factory gets working capital. You maintain leverage throughout production.
Red flags that scream "RUN AWAY":
70%+ upfront payment
100% before shipping
Final payment less than 20% (insufficient leverage)
Payments not tied to inspection milestones
Why this matters brutally: Once you've paid 80% upfront, you have zero negotiating power. If quality is poor, you're trapped—walking away means losing most of your money, but accepting substandard furniture means living with expensive mistakes.
That 25-30% final payment is your only real protection. Guard it fiercely.
Question #5: "Can You Provide Three Recent Client References with Contact Information?"
Legitimate sourcing partners have delighted clients who'll happily share experiences. Sketchy operators have excuses.
What you want to hear: "Absolutely. Here are five recent projects with client names, project details, and phone numbers. Feel free to call them".
Red flags:
"We can't share client information due to confidentiality" (convenient excuse)
Generic testimonials without verifiable details
Only providing email addresses (easy to fake)
References from years ago but nothing recent
What to ask those references:
"Did the final furniture match what you expected?"
"Were there surprises in cost or timeline?"
"How did they handle problems that came up?"
"Would you use them again?"
Pay attention to hesitation. Enthusiastically satisfied clients don't hesitate.
Question #6: "What Happens If Furniture Arrives Damaged or Defective?"
This question reveals warranty terms and problem-solving capabilities.
What you want to hear:
Comprehensive warranty covering manufacturing defects (typically 1-2 years)
Clear process for reporting issues with response timeframes
Specific coverage: structural defects, finish problems, hardware failures
Remedy options: repair, replacement, or proportional refund
Who handles logistics and costs for warranty claims
Red flags:
Vague answers about "working with the factory to resolve issues"
No written warranty terms
Warranty that requires you to ship furniture back to China at your expense
Short warranty periods (less than 6 months suggests they expect problems)
Follow-up: "Can I see your written warranty terms before placing an order?"
If they don't have standardized, written warranty terms, you have zero protection.
Question #7: "How Do You Handle Communication with Factories During Production?"
Communication breakdowns cause most furniture sourcing disasters.
What you want to hear:
Specifications communicated in fluent Mandarin by staff who understand furniture terminology
Regular factory visits (weekly or bi-weekly) during production
Photographic updates sent to clients at key milestones
Direct relationships with factory owners/managers built over years
Clear escalation process when issues arise
Red flags:
Communication primarily via email/WeChat translation
Relying on factory to provide updates
No regular factory visits during production
Working with factories for the first time on your project
Why this destroys projects: A specification like "full-grain Italian leather" run through Google Translate might not convey the quality grade, tanning process, and finish you're expecting. The factory manufactures what they understood which isn't what you wanted.
You need human translators who understand both languages AND furniture production.
Question #8: "Can I Visit the Factories Before Placing Orders?"
Factory visits reveal capabilities, legitimacy, and quality standards that photos never show.
What you want to hear: "Absolutely. We organize guided factory tours where you'll visit multiple manufacturers, see production facilities, meet craftsmen, and select materials in person".
Red flags:
Discouraging factory visits
"It's not necessary we can handle everything"
Unwilling to arrange manufacturer meetings
Only willing to show one factory
Why this matters: Factories that welcome visits have nothing to hide. Factories that discourage visits are probably hiding something—outdated equipment, poor working conditions, smaller operations than they claimed.
Walking through a factory tells you instantly whether they can execute luxury furniture or if you're dealing with a budget operation masquerading as high-end.
Minose's guided tours take clients to 5-7 vetted manufacturers over five days, with all logistics handled. You see capabilities firsthand, meet the people building your furniture, and select materials yourself.
Question #9: "What's Your Realistic Timeline from Order to Delivery?"
Unrealistic timelines cause cascading problems.
What you want to hear: Honest, detailed timelines:
Standard catalog items: 6-8 weeks manufacturing + 3-4 weeks shipping/customs
Custom pieces: 10-16 weeks manufacturing + 3-4 weeks logistics
Complex bespoke projects: 16-20 weeks total
With clear milestone dates throughout.
Red flags:
Promising unusually fast timelines (4 weeks door-to-door for custom furniture is fantasy)
Vague answers without specific stages
No buffer time for potential delays
Unwilling to commit to timeline in writing
Follow-up: "What happens if you miss the timeline? Is there compensation or recourse?"
Professional sourcing partners build realistic timelines with buffers and maintain them because their reputation depends on it. Fly-by-night operators promise impossible timelines to win business, then delay with excuses.
Question #10: "Why Should I Choose You Over Other Sourcing Options?"
This open-ended question reveals their actual value proposition.
What you want to hear: Specific, substantive differentiators:
Years of experience with verifiable project history
Permanent local presence with named staff
Curated manufacturer network developed over time
Comprehensive service covering design through installation
Industry relationships that provide leverage
Track record of successful projects with references
Red flags:
Competing primarily on price (cheapest is never best)
Vague claims about "best quality" without specifics
Focusing on how much they'll save you rather than how they'll protect you
Unable to articulate clear differentiators
The truth: The lowest-priced sourcing isn't the best value when you account for risk, quality, and actual outcomes. You're not looking for the cheapest option. You're looking for the option that delivers exactly what you want with minimal risk.
The Conversation That Reveals Everything
Here's what to do: Ask all 10 questions in one conversation. Don't give them time to prepare polished answers. Legitimate, experienced sourcing partners like Minose can answer every question immediately with specific, detailed responses because we live this every day. We have nothing to hide and plenty to demonstrate. Sketchy operators will stumble, evade, or provide vague generalities. Because they can't answer specifics about processes they don't actually have.
The quality of their answers will tell you everything about whether they'll protect your investment or become your most expensive mistake.
The Question That Summarizes Everything Else
If you could only ask one question, make it this:
"If I call you in six months with a problem, will you still answer the phone?"
Because furniture sourcing isn't just about placing orders. It's about partnership through the entire journey including when things go wrong.
The right answer isn't words. It's a track record of standing behind work, solving problems, and maintaining relationships long after final payment.
Ask these 10 questions. Listen carefully to the answers. Trust your instincts when something feels off.
Your furniture investment deserves protection. These questions provide it.