Office furniture for a 20–100 person team: what to include in your brief

A furniture quotation becomes more useful when it describes how your team will work, the spaces you need and the items included. For a business setting up an office, a clear brief helps make supplier proposals easier to compare and reduces decisions left until installation.

Start with your floor plan and expected attendance. Then work through the furniture package area by area.

Count the people who will use the office

Record your current team size, expected growth and how many people are likely to attend together. Distinguish dedicated desks from shared seats. A company with 60 employees may have different requirements from a workplace where all 60 attend every day; the actual furniture plan should follow your working pattern.

Add visitors, reception staff and team leaders to the brief. Include departments that need confidential conversations or frequent calls.

Specify workstations and chairs together

For each workstation, list the equipment it must accommodate: laptop, monitor, additional screen or other work tools. Record storage requirements and whether desks need individual screens.

For chairs, ask the supplier to explain adjustments, dimensions and suitability for the intended use. Where practical, evaluate a sample before ordering the full quantity. Chair selection and desk planning should be considered together so equipment and everyday reach have a place in the layout.

Give meetings and calls their own space

Open desks, meeting tables and quieter settings serve different activities. Herman Miller’s small-office planning guidance recommends choosing furniture around the team’s needs and providing a mix of working settings. Read the guidance.

Write down the usual size and purpose of meetings, then specify tables, seating, power access and presentation requirements accordingly.

For call-heavy teams, discuss where calls will happen. Steelcase describes open, partially shielded and enclosed settings as different ways to support privacy. Explore its privacy guidance. Discuss the required visual and acoustic privacy before choosing a screen, booth or room; do not assume every divider delivers the same result.

Include the furniture around the desks

Printing stations, filing cabinets, lockers, pedestals and pantry furniture should appear in the initial schedule. These items can otherwise become separate purchases after the main furniture order.

For each storage item, state what it will hold and who needs access. For reception, lounge and café areas, identify the intended users and activities before selecting furniture.

Make quotations comparable

Give each supplier the same item schedule. Ask quotations to identify quantities, dimensions, material and finish specifications, hardware, delivery, installation and warranty terms. Confirm applicable taxes and any exclusions.

When two proposals differ, compare their scope and specifications as well as their totals. Keep approved drawings and changes alongside the quotation so the order describes what is being supplied.

For an item schedule and a clear checklist of inclusions, read our office furniture quotation guide before requesting proposals.

Confirm the delivery and installation plan

Kan Systems’ indicative lead time is 21 working days, depending on project scale. The final schedule is confirmed in the agreed quotation. Office-furniture warranty terms are specified according to the client’s requirements and recorded in that quotation.

Discuss site readiness, access arrangements and the installation sequence with the team before finalising the order.

See furniture supplied for real workplaces

Kan Systems manufactures furniture in Meerut and serves customers across India. Our confirmed project scopes include coworking furniture, pantry furniture, storage, printing stations and lounge furniture for Hatchlabs in Dehradun. For Hexaware in Dehradun, the scope included workstations, screens, storage, office and conference tables, lounge furniture and pantry furniture.

View the Hatchlabs project and explore Office Furniture.

Have a floor plan or a furniture schedule ready? Send your requirements to Kan Systems to discuss the next step.