Build a decor sourcing brief.
A picture sets the look. A clear item brief makes it quotable.
Worked example · fictional data, not a client project
DEC-01: the details a supplier can quote.
Matte-white stoneware vase
- Size
- 24 cm high / maximum diameter 12 cm
- Material / finish
- Stoneware / Matte-white glaze
- Order quantity
- 100 pieces
- Packing
- Protective individual packing, quoted separately
Suppliers can quote the same item brief and identify any differences before the buyer compares prices.
Still open: Physical finish swatch, supplier deviations and sample acceptance still need confirmation.
Give each reference a buying specification.
A reference image communicates an aesthetic, but it rarely defines size, material, finish, construction or packing. Create a separate item record for each design and size, with the reference's source and your permission to use it.
For wall art and decorative objects, identify which visual details are essential and where alternatives are acceptable. For frame components, record the profile and cut-length basis. For fabrics or printable materials, specify composition, usable width, surface and the trial needed to assess the intended process.
Compare the differences, not just the resemblance.
| Check | Make explicit | Decision record |
|---|---|---|
| Material & construction | Actual material, assembly and any proposed substitution | Accept, request a sample or reject the difference |
| Dimensions & finish | Size, colour reference, texture and variation | Agree the sample or reference used for acceptance |
| Quantity & price | Minimum by design, size and finish; price per item or unit | Compare the same mix, not only the total quantity |
| Packing & handling | Protection, carton size, item weight and handling needs | Confirm the packing scope and any trial needed |
| Timing | Sample steps, buyer approvals and production start condition | Separate supplier estimates from confirmed milestones |
Approve the next step item by item.
- 01
Request the right sample
Ask for the detail that resolves the buying question: a finish swatch, frame profile, print trial or physical object. Record what the sample does not represent.
- 02
Record changes
Connect feedback to the item ID and revision. Keep any change in material, finish, size, cost or timing visible for buyer review.
- 03
Confirm before ordering
Bring the selected specification, sample decision, quantity, packing and commercial terms together. Do not turn an unresolved alternative into an order approval.
Is this a full hotel fit-out or furniture specification?
No. This brief covers decorative objects, wall art, frames and decorative materials. Furniture requirements need separate assessment. Building work, turnkey fit-out, installation and technical sign-off require their own scope and qualified parties.
Use the supplier quotation comparison template when the item brief is ready. Keep each design or specification revision as a separate comparison so that quantities and costs remain traceable.