Write a hardwood specification suppliers can quote accurately

Define material, not just a trade name

State common and scientific species names and whether substitutions are acceptable. Explain the application and exposure conditions. White oak, red oak and a generic oak quote are not automatically equivalent. Use the species library and comparison tool for research, then confirm the final specification with the designer or fabricator.

Make the measurements comparable

List thickness, width and length, plus whether dimensions are rough, nominal or finished. State tolerances, quantity and units. Define the grading rules or appearance criteria, allowable defects, sapwood limits, grain orientation and matching requirements. Ask suppliers to price to the same specification.

Specify conditioning and processing

Agree the target moisture-content range for the intended service environment and how it will be measured. Record whether the order is kiln-dried, surfaced, profiled or unfinished. Do not treat one moisture percentage as appropriate for every climate and application.

Put the claim in writing

State the required certification scheme and acceptable transaction claim. Ask for the supplying company's certificate details, scope and the claim that will appear on the invoice. Request harvest-origin and legality information as appropriate to the order.

Define commercial acceptance

Confirm delivery terms, lead time, packaging, inspection window, rejection process and approval of substitutions. Compare landed costs and usable yield rather than unit price alone. The buying checklist provides a place to track these requirements; it does not issue a certification or a legal approval.

Sources & further reading

• FSC — chain of custody
• The Wood Database — technical reference

Source links checked 18 September 2026. ClearSource editorial summary; not a legal opinion, audit or product certification. Official sources govern current requirements. Recheck them before a transaction.