Commercial Furniture Buying Guide

Office furniture is one of the largest capital expenditures in any workspace project, yet most buyers make decisions based on catalog photos and list prices. This guide covers what actually matters.

New vs. Used vs. Refurbished

Factor	New	Refurbished	Used (As-Is)
Cost (per workstation)	$3,000 – $8,000+	$1,200 – $3,000	$400 – $1,500
Lead time	6 – 12 weeks	2 – 4 weeks	1 – 2 weeks
Warranty	10 – 12 years	1 – 5 years (dealer)	None typically
Customization	Full (finishes, sizes, config)	Limited (existing sizes)	None
Sustainability	New materials	80%+ reuse, lower carbon	100% reuse

Key Specifications to Evaluate

Task Chairs

Weight capacity — Standard is 250 lbs. Specify 300+ lb capacity for inclusive sizing.
Adjustability — At minimum: seat height, seat depth, armrest height/width, lumbar support, tilt tension. High-end chairs add headrest and forward tilt.
Mechanism type — Synchro-tilt (seat and back recline together at a ratio) is the standard for commercial-grade. Avoid single-action tilt for all-day use.
Foam density — Higher density = longer lifespan. Molded foam outlasts cut foam. Ask for foam density specs (2.5+ lb/ft³ is good).
Caster type — Hard casters for carpet, soft (rubber) casters for hard floors. Wrong casters damage flooring and void warranties.

Workstations / Desks

Work surface size — 24"×48" is minimum. 30"×60" is standard. 30"×72" for power users or dual monitors.
Height adjustability — Sit-stand desks should range from 22.5" to 48.5" (seated to standing). Electric actuators are more reliable than pneumatic for daily use.
Weight capacity — Especially for sit-stand: verify it handles monitors, docking stations, and personal items. 150+ lbs is standard for electric sit-stand.
Cable management — Grommets, cable trays, and wire managers should be included, not add-ons. Poor cable management is the #1 aesthetic and safety complaint post-installation.
Panel height — If using systems furniture: 42" for seated privacy, 54" for standing privacy, 65"+ for visual/acoustic separation.

How to Read a Dealer Quote

Commercial furniture quotes can be opaque. Here's what to look for:

"List" vs. "Net" pricing — List price is the manufacturer's published price. Net price is after dealer discount. Typical discounts range from 40-65% off list for major manufacturers. If you're getting less than 40% off list, negotiate or get competing quotes.
Installation included? — "Delivered and installed" (D&I) should mean placed in final position, fully assembled, leveled, and debris removed. Get this in writing. "Dock delivery" means dumped at your loading dock — you handle the rest.
Freight charges — Should be 8-12% of product cost for standard delivery. Over 15% is a red flag — ask for freight cost breakdown.
Reconfiguration vs. new — If you have existing systems furniture, a reconfiguration (reusing frames, adding new surfaces/fabrics) can save 40-60% vs. all new.
Tax and surcharges — Some states exempt furniture installed in commercial properties. Check local rules. Fuel surcharges should not exceed 3-5%.

Red Flags When Working with Dealers

No showroom or mockup options — reputable dealers let you sit in the chair and see the finish before committing
Pressure to decide before your lease is signed — furniture selection follows space design, not the other way around
No references from similar-sized projects — ask for 3 references and actually call them
Vague installation timeline — professional dealers provide a detailed installation schedule with milestones
Won't itemize the quote — every line item should show quantity, product description, list price, discount, and net price

Want help evaluating a specific furniture quote? Use our Office Space Calculator Suite to benchmark costs, or request a consultation.