Describe the issue so it can be reproduced
Record the order number, furniture code, quantity affected, location and date discovered. Take an overall photograph and a close-up; add a measurement when the issue concerns size or position. Link the approved drawing or sample reference. For example, “handle holes differ from drawing revision C” is more useful than “cabinet is wrong.” Keep packaging and labels where they may help explain transport damage.
Separate cause, severity and immediate action
An observed defect does not automatically establish its cause. Manufacturing, packing, transit, storage and installation may each need investigation. Isolate an item that could be unsafe and ask a competent person to assess it. For cosmetic issues, agree the viewing conditions and the approved reference. Do not allow urgent opening dates to turn an undocumented workaround into permanent acceptance.
Compare realistic correction options
Possible responses include supplying a missing part, approved local repair, factory rework or replacement. Compare the result, timing, transport, labour and responsibility for cost. If a local repair is proposed, obtain written approval before work begins and confirm whether it changes any applicable warranty. Replacement furniture may require a new finish approval because a later batch can differ from the original.
Close each issue with evidence
Give every issue a status, responsible contact and next review date. Closure should record what was done, which quantities were checked and who accepted the outcome. Keep unresolved items separate from goods approved for shipment or use. This avoids a vague “all fixed” message concealing a remaining problem and makes any later claim easier to follow.
Project checklist
What to prepare
- Item codes, affected quantities and approved references.
- Dated photos, measurements and relevant packaging evidence.
- Written correction proposal with costs and timing.
- Acceptance record and any remaining exclusions.
A useful question
Should I repair damaged furniture immediately after delivery?
First document it and contact the responsible parties under the agreed claim procedure. Urgent action may be needed to prevent injury or further damage, but discretionary repairs should normally wait for written agreement on the method and responsibility. Keep receipts and before-and-after evidence.