China Chair Factory vs Trading Company for Bulk Orders

China Chair Factory vs Trading Company for Bulk Orders

If you plan to source a specific series of chairs over the long term, partnering with a factory that has the relevant production capabilities is the best choice; however, if your order encompasses chairs, tables, and various other types of furniture, working with a trading company can help streamline coordination. Regardless of the type of partner you choose, it is crucial to clearly define responsibilities regarding production, quality inspection, and the resolution of post-delivery issues.

This guide is designed for importers, distributors, and procurement professionals in the hospitality and food service industries, covering the bulk procurement of various types of chairs—ranging from the ongoing supply of standard products to custom design and manufacturing.

Factory and trading company roles

While chair manufacturers engage in production and processing, they may also source components or outsource certain stages of the manufacturing process; in contrast, trading companies source from other enterprises and coordinate orders, while some suppliers operate using a hybrid model. Be sure to verify the specific operational details of the chosen model—do not rely solely on website descriptions.

Understanding these distinctions is particularly important when you need technical answers or need to resolve issues:

• Production management: Find out who can approve a drawing change and instruct the workshop. Direct factory contact helps only if that person is available to your project.
• Pricing: A factory quote may avoid a separate intermediary margin. A trader may earn a margin within the unit price rather than charge a visible service fee. Compare what each quote includes.
• Traceability: Either supplier should be able to connect your purchase order to the production site, approved specification and inspection records. Factory ownership alone does not establish this capability.
• Communication: A trader can consolidate updates from several factories. Agree who answers technical questions and how changes are passed to the manufacturer.

Compare quotations on the same basis

Buying directly from a factory does not automatically give you the lowest total cost. Give each supplier the same specification and delivery basis, including:

• Frame material, construction and relevant dimensions, including metal tube wall thickness where applicable
• Upholstery code, foam density, thickness and firmness requirements
• Bases, swivel mechanisms, gas lifts and hardware, with component references where available
• Assembly method, chairs per carton, outer carton dimensions and gross weight
• Quantity per model and color, plus the expected repeat-order assortment
• Development, sampling, tooling, testing and inspection scope, with one-time fees separated

Request itemized quotations and identify exclusions. Include destination handling, customs clearance, duties or taxes, onward transport and any assembly work in your budget. Keep the named port or place and the Incoterms version the same when comparing offers.

A quotation example

The figures below are hypothetical, not Duomei prices. Both offers cover 500 chairs with the same agreed specification and delivery basis. Supplier A charges separately for the agreed packing and testing; Supplier B includes them.

To discuss a comparable quote, send Duomei your model, quantity and packing requirements.

Control customization and bulk quality

A Factory with in-house engineering teams can facilitate more direct and efficient technical communication; however, trading companies can also effectively manage changes if production and inspection protocols are clearly defined. Engineering assessments are mandatory for modifications such as altering the base or seat height of a bar stool; even simple changes—like swapping upholstery materials—require adherence to established specifications and an evaluation of relevant performance requirements.

Before mass production, approve an identified sample and a specification revision covering:

• Materials and component references, including fabric, filling, frame and hardware
• Structural and functional test evidence appropriate to the model and intended use
• Appearance, including approved color samples, stitching, surface finish and logo position
• Key dimensions and agreed tolerances, assembly instructions, packaging and labels

Keep the approval sample and require written approval before material or construction substitutions. Record the specification revision on repeat orders. Agree the sampling plan and defect criteria for shipment inspection, who can release the goods, and who pays for correction and reinspection if they fail. Sampling checks conformity to the order; it does not mean every chair has passed a full durability test.

Read the report for the chair you are ordering

A static load result alone does not establish durability or stability. Check the report’s model, photographs, construction, laboratory, standard and edition, tested requirements, date and results against the proposed chair. Confirm whether changes affect its applicability. Intended use matters: a domestic seating report should not automatically be treated as evidence for restaurant use. Upholstery and fire-related requirements need their own review. SATRA explains the different types of seating tests.

A public recall shows why product records matter

Plan MOQ and delivery around the actual order

MOQ and lead time depend on the model, quantity, materials and production schedule. Separate the minimum per model from the minimum per fabric color or frame finish. A mixed container does not necessarily remove those minimums. Ask about repeat orders too, especially if a fabric or component is bought specifically for the first batch.

Put these details in the order confirmation:

• Schedule: Define the start event, such as deposit receipt and final sample approval. Record production completion, inspection, shipment readiness and required arrival separately. Allow time for corrections and agree an escalation plan if a milestone slips.
• Mixed containers: Confirm which models will be ready together, where consolidation happens, and who bears storage or split-shipment costs if one item is late.
• Packaging: Confirm carton size, weight, units per carton, protective materials and the distribution route. Container shipping and individual parcel delivery can need different protection. Include assembly time and missing-hardware handling in the comparison.
• Documents: Confirm the commercial invoice, packing list, product identification and destination-specific documentation needed for the order.
• Inspection and claims: Agree inspection access and the release conditions before shipment. For later defects or transit damage, record the evidence required, claim period, proposed remedies and responsibility for replacement freight.

State the delivery term precisely

Write the named port or place and the version of the rule, for example “CIF Rotterdam, Incoterms 2020,” where appropriate to the shipment. Under CIF, the seller arranges freight and insurance to the named destination port, but risk transfers when the goods are on board at the port of shipment. It is not a door-to-door delivery commitment. For containerized cargo handed to a carrier before loading, discuss whether FCA or another suitable rule better reflects the handover. See ICC Academy’s explanation of delivery and risk transfer.

Choose the supplier that fits your order

Use this comparison to shortlist suppliers, then check their evidence for the chair you want to buy.

Verify the business and the production site

• Obtain the seller’s registered Chinese legal name, business license and Unified Social Credit Code. Cross-check the registration through the official registry or an independent verification service. Registration alone does not prove current production capability.
• Compare the legal seller, invoice issuer and payment beneficiary. If an export agent or related company is involved, obtain a documented explanation of the relationship and responsibilities before paying.
• Request a live walkthrough linked to your model, showing relevant equipment, work in progress and packing. Identify outsourced steps. For a substantial first order, consider an independent factory audit; a photo tour alone cannot establish capacity or ownership.
• Ask for model-specific sample records, specifications and reports. Confirm that an independent inspector can access the actual production site and the goods for your order.
• Get MOQ, fees, schedule milestones, payment terms and defect handling in writing. Resolve unexplained differences in company names, locations or sample and report identification before placing the order.

Frequently asked questions