Preparing a Furniture Enquiry
What to include when you contact Duc Toan about products, materials, samples, documentation or a project, with an example message.
A clear first message saves several rounds of questions. Whether you are a retailer, a hospitality or residential project team or a private buyer, the same principle applies: identify the products precisely, describe how they will be used and list what you need confirmed.
1. Identify the products
For each item, send the product link, the SKU and the quantity you are considering. For a set, list the individual pieces, for example four dining chairs and one table, rather than only the set name. If you saw an item in a catalog, include the catalog name and page number.
If you are comparing alternatives, list them as options A, B and C so each answer refers to the right product.
2. Describe the space and use
- the setting: balcony, garden, terrace, poolside, restaurant or hotel area;
- measured dimensions of the area and any doors, lifts or stairs the furniture must pass through;
- exposure: covered or open, full sun, heavy rain, wind or a coastal environment;
- intensity of use: private household or commercial use with many guests each day.
A simple sketch or photo of the space with measurements is often more helpful than a long description.
3. Material and finish preferences
Mention the wood tone, frame colour, rope or fabric you prefer, and swatch codes from the color swatch library if you have chosen any. Say which preferences are essential and which are flexible; this makes it easier to suggest a suitable available combination.
4. What you need confirmed
- available material, finish and cushion options;
- included pieces and whether cushions are part of the item;
- care instructions and relevant documentation, including any certification claim you require;
- samples of materials or finishes;
- price, packaging, delivery terms and lead time for your quantity.
Prices, delivery arrangements, lead times and custom requests are always confirmed directly. A website page, catalog image or colour preview is not a quotation or a promise of availability.
5. Timing and contact details
Tell us your target date and whether it is fixed, the country and city of delivery, your company name if relevant and the best way to reach you. If several people are involved, name one contact person to keep the conversation clear.
Details that matter for different buyers
Retailers and importers
Mention your market, the range you are building, expected quantities per item and per colour, and any market requirements such as labelling, documentation or packaging you need. If you already sell outdoor furniture, a short note about your current range helps us suggest pieces that complement it.
Hospitality and project teams
Share the project type, the areas to be furnished, a layout or floor plan with quantities per area, the expected intensity of use and the project schedule. Tell us who will approve samples and finishes, and whether a designer or architect is involved.
Private buyers
Describe your home and space in simple terms, add photos and measurements, and tell us your country and city. Questions about where products can be purchased in your area are welcome.
Attachments that help
- photos of the space taken from the door and from the opposite corner;
- a floor plan or sketch with measurements, in PDF or image format;
- a mood board or reference images, with swatch codes where you have chosen them;
- snapshots saved from the variation editor or the 3D viewer;
- a quantity list, ideally as a simple spreadsheet.
Name files clearly, for example with the project name and area, and keep attachments to a reasonable size so the email can be delivered.
Asking for samples
Physical samples are the most reliable way to judge colour and texture. Say which materials and finishes you want to see, how many sets you need and the delivery address. Availability and any conditions for samples are confirmed for each request.
Common gaps to avoid
- a product name without its SKU, when several products share the name;
- a set name without the list of pieces;
- a colour described only in words, such as dark grey, without a swatch code;
- a delivery country without the city or port;
- a deadline without saying whether it is fixed.
After you send your enquiry
A member of the Duc Toan team will reply using the contact details you provided and may ask follow-up questions. Keep replies in the same email thread so that the full history stays together, and send updated drawings or quantities as new versions rather than replacing earlier ones without notice.
Example enquiry
Subject: Enquiry about a dining set for a covered terrace. Message: We are furnishing a covered terrace of about 4 by 6 metres for a small restaurant. We are considering 12 dining chairs, SKU and link below, and 3 tables of the same collection. We prefer a light wood tone and a dark frame. Please confirm the available finishes, whether seat cushions are included, care instructions, a sample and the lead time for delivery to our city in March.
Share only what is needed
Provide the contact details and project information needed for your enquiry. Do not include account passwords, session cookies, payment card details or unnecessary identity documents. Use the contact page to reach the Duc Toan team by email or telephone.
Related pages
Understanding Product Specifications
Planning an Outdoor Dining Area
Understanding FSC Chain of Custody
