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Office Furniture BOQ Template: What to Include by Room

Office Furniture BOQ: A Practical Guide for Project Procurement

A well-prepared office furniture BOQ (Bill of Quantities) does more than list desks, chairs and storage units. It creates a clear connection between the office layout, product specifications, quantities, finishes, drawings and procurement requirements.

For architects, interior designers, fit-out contractors and purchasing teams, a detailed BOQ can make it easier to compare suppliers, control project costs, reduce specification errors and move efficiently from design approval to production.

A professional office furniture BOQ should answer five basic questions for every item: What is it? Where does it go? How many are required? What specification should it have? What has been approved?

Quick Answer: What an Office Furniture BOQ Must Contain

A complete office furniture BOQ should normally include:

Project name and location
Floor and room number
Furniture category
Product or model code
Product description
Dimensions
Quantity
Material and finish
Colour
Accessories and hardware
Reference drawings or product images
Installation requirements
Approval status
Provisional or alternative items
Supplier-confirmed specifications
Remarks and revision information

The exact format can vary from project to project, but the principle is consistent: each BOQ line should contain enough information for the supplier to understand exactly what needs to be quoted and supplied.

Start with Project, Floor, Room, and Revision Information

Before listing individual products, establish the basic project information.

Information	Example
Project	Corporate Headquarters
Building	Tower A
Floor	Level 12
Room	CEO Office
Room No.	12-01
Furniture Zone	Executive Office
BOQ Revision	Rev. 03
Date	September 2026
Status	For Quotation

A large office fit-out can contain hundreds of furniture items across multiple floors. Without room numbers and revision information, it becomes difficult to determine which quantity belongs to which location or which version should be used for quotation.

Tip: Always give each BOQ revision a clear date and revision number. When dimensions, finishes, or quantities change, the procurement team should be able to identify the latest version immediately.

Build the Room-by-Room Furniture Schedule

The most practical way to organize an office furniture BOQ is to work room by room rather than creating one long list of unrelated products.

Executive Office

Executive desk
Side return
Executive chair
Credenza
Filing cabinet
Coffee table
Guest chairs

Manager Office

Manager desk
Manager chair
Visitor chairs
Storage cabinet
Pedestal

Open Workstation Area

Workstations
Office chairs
Screens
Pedestals
Cable management
Power modules

Meeting Room

Conference table
Conference chairs
Credenza
Storage
Power and cable-management accessories

Reception Area

Reception desk
Reception chairs
Lounge seating
Coffee table
Storage

This room-based structure makes it easier to check quantities against the floor plan and identify missing furniture before procurement.

Define Each Line Item: Model, Size, Quantity, Finish and Accessories

A common BOQ mistake is using descriptions that are too general. For example: “Office Desk – 20 pcs” does not provide enough information for a reliable quotation.

A better BOQ line would identify: Executive Desk / Model ED-01 / 2400 × 1000 × 750 mm / 1 pc / Walnut Finish / Cable Management / Matching Pedestal.

1. Model or Product Code

Use a unique product code wherever possible. For example: ED-01 – Executive Desk; WS-01 – Workstation; MT-01 – Meeting Table; CH-01 – Task Chair; SC-01 – Storage Cabinet.

2. Dimensions

Include relevant dimensions such as length, width, height, diameter, depth, and screen height. Dimensions are particularly important for workstations, executive desks, conference tables, and space-sensitive furniture.

3. Quantity

Specify the quantity for each individual line item. Avoid combining different products into one general “set” unless the complete configuration has already been clearly defined.

4. Finish and Colour

Specify wood finish, melamine, veneer, laminate, Fenix or other decorative surfaces, metal colour, fabric, leather or upholstery, and edge finish as applicable.

5. Accessories and Hardware

Accessories should not be left implicit. Depending on the product, these may include cable boxes, cable trays, power modules, CPU holders, pedestals, screens, modesty panels, shelves, locks, handles and adjustable feet.

Separate Approved, Provisional and Supplier-Confirmed Fields

Not every project detail is finalized at the same time. A useful BOQ should distinguish between information that is approved, provisional or supplier-confirmed.

Status	Meaning
Approved	The product, size, finish or configuration has been confirmed.
Provisional	The requirement has been identified, but the final product or specification is still under review.
Supplier-Confirmed	The supplier has reviewed the requirement and confirmed the technical specification, dimensions, materials or production feasibility.

This simple status system can significantly reduce procurement confusion and prevent an assumption from becoming an unintended production requirement.

Control Drawings, Alternatives and BOQ Revisions

The BOQ should not be treated as an isolated spreadsheet. For complex office projects, it should work together with floor plans, furniture layouts, product drawings, shop drawings, finish schedules, product images, material samples and approval records.

For example, a workstation may be approved based on one configuration in the initial BOQ. Later, the designer may change the screen height, workstation size or cable-management configuration. The revised information should be reflected consistently across the BOQ, drawing and quotation.

If an alternative product is proposed, do not replace the original specification without recording the change. Instead, identify:

Original model
Alternative model
Reason for alternative
Price difference
Technical difference
Finish difference
Approval status

Turn the BOQ into a Quote-Ready Supplier Package

Before sending it to a furniture manufacturer, check that the package contains:

Project Information

Project name
Location
Floor and room information
Delivery requirements
Required completion date

Product Information

Model code
Product description
Dimensions
Quantity
Finish
Materials
Accessories
Configuration

Supporting Documents

Furniture layout
Product drawings
Reference images
Finish samples
Technical specifications

Commercial Information

Required quotation currency
Delivery terms
Installation requirements
Packaging requirements
Warranty expectations
Lead time

The clearer the information, the easier it becomes for the supplier to provide a meaningful quotation rather than making assumptions.

Example: Office Furniture BOQ Template

Room No.	Item Code	Product	Size	Qty.	Finish	Accessories	Status
12-01	ED-01	Executive Desk	2400×1000×750 mm	1	Walnut	Cable Box	Approved
12-01	EC-01	Executive Chair	Standard	1	Black Leather	Adjustable Arms	Approved
12-01	SC-01	Credenza	1800×450×750 mm	1	Walnut	Soft-close Doors	Approved
12-02	WS-01	4-Person Workstation	2800×1400×750 mm	4	Oak + White	Screen + Cable Tray	Approved
12-03	MT-01	Conference Table	3600×1400×750 mm	1	Oak	Power Module	Provisional
12-03	CC-01	Conference Chair	Standard	12	Fabric	Casters	Approved

This format allows the buyer, designer, contractor and furniture supplier to work from the same information.

Common Office Furniture BOQ Mistakes to Avoid

1. Using Only Product Names

“Executive desk” or “meeting table” is not a complete specification. Always add model, dimensions and configuration.

2. Missing Room Numbers

Without room references, quantities become difficult to verify against the layout.

3. Combining Different Products into One Line

A reception sofa, lounge chair and coffee table should normally have separate product codes and quantities.

4. Ignoring Accessories

Cable management, power modules, pedestals, screens and hardware can affect both price and installation.

5. Mixing Approved and Unconfirmed Information

Clearly mark provisional specifications instead of allowing assumptions to become final requirements.

6. Not Controlling Revisions

A quotation based on Rev. 02 should not accidentally be compared with a layout based on Rev. 04.

7. Sending Only Product Images

Images communicate appearance, but they cannot replace dimensions, specifications, quantities and approved finishes.

A Better BOQ Makes Office Furniture Procurement More Efficient

An effective office furniture BOQ is more than a quantity list. It is a project control document connecting design intent with manufacturing and procurement.

When each room, product, model, size, quantity, finish and accessory is clearly defined, project teams can:

Compare supplier quotations more accurately
Reduce specification misunderstandings
Identify missing furniture earlier
Control design revisions
Simplify drawing approval
Improve production accuracy
Coordinate delivery and installation
Create a clearer purchasing record

From BOQ to Finished Office: Work with a Structured Furniture Partner

For architects, designers, contractors and project buyers, a well-structured BOQ provides the foundation for efficient office furniture sourcing.

At DIOUS, we support commercial office projects with a broad range of executive desks, workstations, conference tables, office chairs, storage systems and complete workplace solutions. By connecting product specifications, finishes, configurations and project requirements, we help turn a furniture schedule into a practical, quote-ready and production-ready solution.

Have an office furniture BOQ, floor plan or furniture schedule? Share your project requirements with DIOUS to discuss suitable products, configurations and project solutions.

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Office Furniture Planning by Headcount: 10, 20, 50 and 100 Employees

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Office Furniture Planning by Headcount: 10, 20, 50 and 100 Employees