| Product Category | Select the cabinet type according to documents, access frequency, and installation space. | Vertical filing cabinet, lateral filing cabinet, mobile pedestal, storage cupboard, or fire-resistant cabinet. | Request product drawings showing external dimensions, internal clearance, shelf spacing, and usable filing capacity. | A4 and letter-size filing systems are common; confirm the required paper standard before production. |
| Material Selection | Verify the steel grade, thickness, corrosion protection, and surface treatment. | Cold-rolled steel body; powder-coated finish; reinforced doors, drawer fronts, or load-bearing areas where required. | Ask for a material specification, coating description, and sample or cross-section confirmation. | Actual steel thickness varies by component, so evaluate the complete construction rather than a single headline thickness. |
| Dimensions and Capacity | Ensure the cabinet fits the room, elevator, doorway, and intended filing layout. | Overall height, width, depth, shelf pitch, drawer extension, net weight, and maximum recommended load per shelf. | Compare approved drawings with a physical sample or pre-production inspection report. | Allow clearance for doors, drawers, ventilation, wall skirting, and maintenance access. |
| Locking and Security | Define the level of access control required for general, confidential, or regulated records. | Cam lock, central locking, electronic lock, anti-tilt mechanism, reinforced locking bars, and optional master-key arrangements. | Request lock samples, keying details, spare-key policy, and an anti-tip or interlocking test where applicable. | A cabinet should not be described as fireproof or security-rated unless the relevant test standard and certificate are supplied. |
| Customization Scope | Separate standard modifications from engineering changes that affect tooling and production risk. | Color, dimensions, shelf quantity, drawer layout, handles, locks, labels, ventilation, cable openings, logo placement, and packaging. | Use a written specification with revision control and identify all buyer-supplied artwork or hardware. | Custom dimensions may increase sample time, minimum order quantity, tooling requirements, and quality-control complexity. |
| Color and Finish | Confirm visual consistency and resistance to normal office wear. | Powder-coat color reference, gloss level, texture, adhesion, scratch resistance, and exposed-edge coverage. | Approve a physical color chip or coated panel; do not rely only on screen images. | Color appearance can vary with lighting, substrate preparation, batch, and viewing angle. |
| Manufacturing Capability | Assess whether the supplier controls the processes needed for the order. | Sheet-metal cutting, punching, bending, welding, grinding, phosphating or equivalent pretreatment, powder coating, and assembly. | Request process photographs, factory audit access, equipment information, and an explanation of outsourced operations. | Process ownership can affect traceability, production scheduling, defect control, and communication speed. |
| Quality Management | Confirm how quality requirements are translated into measurable inspections. | Incoming material inspection, dimensional checks, weld inspection, coating inspection, functional testing, and final visual inspection. | Request a quality plan, inspection checklist, defect classification, corrective-action process, and sample inspection report. | Independent pre-shipment inspection is useful when order value, customization, or export distance is significant. |
| Compliance and Documentation | Match product claims and documentation to the destination market and intended use. | Technical data sheet, material declaration, packing list, commercial invoice, country-of-origin information, and applicable test reports. | Verify certificate scope, issuing laboratory, product model, test date, and whether the document covers the supplied configuration. | Certification requirements vary by country, product function, public procurement rules, and fire or workplace regulations. |
| Sampling and Approval | Use a sample to validate appearance, operation, fit, packaging, and documentation before mass production. | Prototype or production sample, approved drawing, signed specification, color panel, lock sample, and packaging sample. | Record deviations and define that mass production must match the approved reference sample. | The sample stage is especially important for non-standard dimensions, new hardware, and private-label packaging. |
| Minimum Order Quantity | Understand the minimum quantity for standard products and customized configurations. | MOQ may be influenced by color, steel purchasing, packaging materials, tooling, and production-line setup. | Request separate quotations for standard stock, mixed models, custom color, and fully customized production. | Small trial orders may have higher unit costs because setup, sampling, and packaging expenses are spread over fewer units. |
| Lead Time Planning | Build a schedule covering quotation, sample approval, production, inspection, and shipment. | Lead time depends on product availability, customization, order quantity, material availability, seasonal capacity, and port schedule. | Obtain a milestone schedule with a defined start point and written treatment of delays or specification changes. | Treat quoted lead times as estimates until drawings, deposit conditions, materials, and approvals are completed. |
| Packaging and Shipping | Prevent scratches, dents, moisture damage, and movement during domestic and international transport. | Protective film, corner protection, cartons, pallets, stack limits, gross weight, net weight, and carton dimensions. | Approve a packaging specification and calculate container loading from verified packed dimensions. | Shipping cost is affected by volume, weight, packaging efficiency, Incoterms, destination, and whether cabinets ship assembled. |
| Commercial Terms | Compare the complete landed-cost structure rather than the factory unit price alone. | Product price, tooling, sample charges, packaging, inland transport, freight, insurance, duties, taxes, inspection, and installation. | Request an itemized quotation with currency, validity period, payment milestones, Incoterm, and exclusions. | FOB, CIF, and DDP can produce materially different responsibilities and landed costs; compare like-for-like terms. |
| Supplier Verification | Confirm legal identity, production capability, export experience, and communication reliability. | Business registration details, factory address, product scope, export documents, references, audit records, and after-sales process. | Cross-check company information, conduct video or on-site audits, and validate references independently. | A trading intermediary may be suitable for some projects, but the buyer should know who controls manufacturing and quality. |
| After-Sales Support | Define how defects, missing parts, installation issues, and spare-parts requests will be handled. | Warranty period, response time, replacement hardware, lock cylinders, keys, shelves, handles, slides, and repair instructions. | Include service obligations, evidence requirements, replacement responsibility, and claim deadlines in the purchase agreement. | Keep installation manuals, spare parts, and product identification records available for the full service period. |
| Supplier Scoring Model | Use consistent criteria when comparing multiple qualified suppliers. | Suggested categories: product fit, quality, customization, cost, lead time, compliance, communication, logistics, and after-sales service. | Score each supplier using the same evidence requirements and document the reason for every rating. | A weighted scorecard is more reliable than selecting solely on the lowest quotation. |
