Woodworking Commission Contract Guide

A handshake is not a contract

I built a $2,400 live-edge walnut desk for a client with no written agreement. We talked through the design over coffee, shook hands, and I started milling lumber the next week. Six weeks later, he wanted the dimensions changed, a different finish, and a drawer unit we never discussed. When I explained the additional cost, his response was "that's not what we agreed to." He was right. We hadn't agreed to anything specific, because nothing was written down.

That project cost me $600 in extra materials and 20 hours of rework. It also taught me that every custom furniture commission needs a contract. Not a 15-page legal document. A clear, simple agreement that both sides sign before wood gets cut.

Scope of work: be painfully specific

The scope section is where most disputes start. "Build a dining table" is not a scope of work. This is:

• Piece: Trestle dining table
• Dimensions: 72" L x 36" W x 30" H
• Species: White oak, rift-sawn
• Joinery: Mortise-and-tenon trestle base, breadboard ends with elongated slots
• Finish: 3 coats oil-based polyurethane, satin sheen
• Hardware: 8 tabletop fasteners, 4 adjustable leveling feet
• Design reference: Attached sketch/rendering, dated and initialed by both parties

The more specific you are here, the less room there is for "I thought it would be different." I include a dimensioned sketch for every project. Doesn't need to be a CAD drawing. A hand sketch with measurements, wood species noted, and finish description works fine. Both parties initial it, and it becomes part of the contract.

If the client has reference photos, attach those too with a note: "Design inspired by reference images. Final piece will vary in grain pattern, exact dimensions, and proportions."

Payment schedule

Custom furniture ties up your cash in materials for weeks or months before you see the final payment. A payment schedule protects your cash flow and commits the client financially at each stage.

The schedule I use for most builds in the $800-3,000 range:

For larger projects ($3,000+), I sometimes split into four payments: 25% deposit, 25% at rough mill, 25% at assembly, 25% on delivery.

Put the exact dollar amounts in the contract, not just percentages. "$1,200 total. $360 deposit due on signing. $360 due at rough assembly milestone. $480 due on delivery." No ambiguity.

Late payment terms matter too. I include: "Payments due within 7 days of invoice. Work pauses on payments more than 14 days overdue. Storage fee of $25/week applies to completed pieces not picked up within 14 days of completion notice."

I've only enforced the storage fee once, but having it in writing prevented two other situations from dragging out.

Timeline expectations

Clients don't understand that "6 weeks" doesn't mean you start building tomorrow. There's queue time (how long until you can start) and build time (how long the work takes). Spell both out.

Contract language example: "Estimated build time: 4-5 weeks from start date. Current queue position: work begins approximately 3 weeks after deposit received. Estimated completion: 7-8 weeks from contract signing. Client will be notified when build begins and at each milestone."

I also include a buffer clause: "Completion estimates may extend by up to 2 weeks due to material availability, drying times, or shop scheduling. Builder will notify client of any delays exceeding 1 week."

This has saved me more than once. Wood movement during a humid July added 5 days to a tabletop glue-up because I had to let the boards acclimate longer. The client was fine with it because the contract set the expectation upfront.

Change orders

Changes happen. The client sees the rough assembly and wants the table 4 inches longer. Their spouse decides they want a darker stain. These aren't problems if you have a change order process.

My contract includes: "Any changes to the agreed scope of work after contract signing require a written change order. Change orders will include a description of the change, the additional cost (if any), and the impact on timeline. Both parties must sign the change order before work on the change begins."

I keep change orders simple. A half-page form: what's changing, how much it adds to the price, how many days it adds to the timeline, signatures. I've done these on paper, by email, and through project management tools. The format doesn't matter. The documentation does.

Real example: a client wanted to upgrade from oak to walnut after I'd already purchased the oak. The change order covered the price difference in lumber ($180), the cost of the oak I'd already bought and couldn't return ($260, since it was milled to rough dimensions), and 3 additional days on the timeline. The client signed it, paid the difference, and the project continued without friction. Without that change order, I'd have eaten $260 in wasted oak.

Client approval gates

Build approval checkpoints into your contract. These are moments where the client reviews progress and gives written approval to continue. If they don't approve, you stop and discuss changes before wasting more materials and labor.

Gates I use for most furniture commissions:

1. Design approval (before purchasing materials): Client signs off on the final sketch, dimensions, species, and finish choice. After this point, design changes trigger a change order.

2. Finish sample approval (before finishing the piece): I apply the chosen finish to a scrap piece of the same species and show the client. Stain colors look different on different woods, and "golden oak" means something different to everyone. The client approves the actual color on the actual wood before I touch the finished piece.

3. Final inspection (before delivery): Client sees the completed piece in the shop or via detailed photos. Approves before delivery and final payment.

These gates protect you both. The client gets input at the moments that matter most. You get documented approval that prevents "I didn't want it that color" arguments after the finish is cured and the piece is delivered.

If you use a project management tool like Costumary, you can set these as milestone check-ins where the client sees progress photos and gives approval through a shared portal instead of scattered text messages.

Delivery and installation terms

Spell out who delivers, who installs, and who pays for it.

My standard delivery clause: "Delivery included within 25 miles of shop location. Deliveries beyond 25 miles billed at $2/mile round trip. Builder will deliver to ground-floor interior location. Stairs, tight hallways, or elevator access requiring disassembly/reassembly is subject to an additional $75-150 setup fee, quoted in advance."

Also include: "Client is responsible for ensuring adequate access (doorway width, stair clearance) for the finished piece. Measurements of access points should be confirmed before build begins."

I once built a 96" farmhouse table that wouldn't fit through the client's front door. We had to remove a window and slide it through the opening. That experience added the access clause to every contract since.

Warranty and defects

Keep this simple and honest. Wood moves. That's not a defect, that's physics.

My warranty language: "Builder warrants this piece against defects in materials and workmanship for 2 years from delivery date. Warranty covers structural joint failure, finish defects present at delivery, and hardware failure. Warranty does not cover normal wood movement (minor seasonal expansion/contraction), damage from misuse, water damage, or placement near heat sources. Repair or replacement at builder's discretion."

Two years is standard for custom furniture. Some builders offer lifetime on joinery, which I respect, but I'm not comfortable guaranteeing forever when I can't control how the piece is maintained.

The complete contract checklist

Here's every section your custom furniture contract should include:

• Builder and client names, contact information
• Piece description (type, dimensions, species, joinery method)
• Dimensioned sketch or rendering, initialed by both parties
• Finish specification (product, sheen, number of coats)
• Hardware specification
• Total price
• Payment schedule with exact amounts and due dates
• Late payment terms
• Timeline (queue time + build time + buffer)
• Change order process
• Approval gates (design, finish sample, final inspection)
• Delivery terms (distance, access, fees)
• Installation terms (if applicable)
• Warranty scope and duration
• Cancellation terms (deposit non-refundable after materials purchased)
• Signatures and date

You don't need a lawyer to write this. A clear, plain-language document that both parties sign is enforceable. I wrote mine in Google Docs, had a lawyer friend review it for $150, and have used the same template (with minor tweaks) for 6 years.