A clause library is a set of ready-made specification sentences in eight groups: board, finish, hardware, doors, benchtop, compliance, packing and inspection. Paste them into the RFQ, fill the blanks, and every supplier prices the same requirement. Replace ambiguous words such as quality, standard and branded with measurable requirements.
Eight clause groups cover most of a cabinet specification.
Paste, fill the blanks, attach to the RFQ.
Replace quality, standard and branded with measurable requirements.
Mix performance and prescriptive clauses.
Update once a year or when a standard changes.
1. How to use the library
Copy the clause groups you need, replace the blanks with project values, and attach the result to the RFQ. Ask each supplier to confirm compliance line by line, not with a single yes. That response is what makes the quotes comparable.
2. The eight groups
| # | Group | Example clause |
|---|---|---|
| 1 | Board | 18 mm particleboard, E0, HMR in wet areas |
| 2 | Finish | Two-pack lacquer, matte, sealed edges |
| 3 | Hardware | Soft-close hinges, 80,000 cycles, named brand or equal |
| 4 | Doors | Shaker, 22 mm, 1 mm matching edge band |
| 5 | Benchtop | 20 mm quartz, square edge, sealed cut-outs |
| 6 | Compliance | AS/NZS declaration, board report, labels |
| 7 | Packing | Five-layer carton, moisture barrier, labelled |
| 8 | Inspection | AQL 2.5, before loading, photo report |
The examples are starting points. Replace the values with the project requirement, and keep the structure.
3. Board and finish
State the grade, thickness and wet-area requirement, then the finish system, sheen and edge treatment. A clause that says melamine without a sheen can receive gloss when matte was intended. The finishes guide covers the systems.
4. Hardware and doors
State the hinge and runner performance, then the door style, thickness and edge band. A brand without a model is not a clause; it is a preference. The hardware specification gives the six fields.
5. Benchtop and compliance
State the benchtop material, thickness, edge profile and cut-out sealing, then the standards, reports and labels. Compliance clauses should name the document, not just the standard. The apartment specification shows a one-page version.
6. Packing and inspection
State the carton, the moisture barrier, the label content and the inspection scope. A packing clause that stops at the carton will still produce damage claims. The packaging standard covers the detail.
7. Ambiguous words
Replace quality, standard, branded, suitable and equivalent with measurable requirements or named standards. Each ambiguous word is a gap the factory can fill with the cheapest interpretation.
8. Maintenance
Review the library once a year, or when a standard changes. A clause that references a superseded standard is a liability. Keep one revision of the library per project, and attach it to the contract.
9. A checklist before you commit
Before you sign, confirm six things: the board grade, the hardware model, the finish system, the packing standard, the inspection scope and the payment schedule. Each should be in writing, not in a call. The quote checklist turns the six into a one-page comparison.
10. Common mistakes
The most common mistake is comparing a factory price with a landed cost. The second is leaving the inspection out of the budget. The third is paying the balance before the inspection is signed off. Each is avoidable with a written scope and a pre-shipment inspection.
11. How to measure the room
Measure each wall at three points, top, middle and bottom, and use the smallest. Walls are rarely square, and a 10 mm bow over three metres changes the filler. Measure the ceiling at each corner and note sockets, radiators and soil pipes before drawing. A measured survey saves more time than a faster drawing, and the measuring guide has a printable sheet.
13. A specification checklist
Write four lines for every material: the product, the grade, the thickness and the surface or edge treatment. A material specified by name alone leaves the grade to the factory, and the grade is where the cost and the performance sit.
14. Questions the factory will ask
Expect four questions: which grade, which thickness, which edge and which batch. The answers should already be in the specification. If they are not, the factory will choose, and the choice will be the cheapest that meets the drawing.
Frequently asked questions
What is a clause library?
A set of ready-made specification sentences, grouped by topic, with blanks for the project values. Paste them into an RFQ so every supplier prices the same requirement.
Why not write the specification from scratch?
Because most specifications repeat the same eight groups. A library saves time and removes the ambiguous words that make quotes uncomparable.
What are ambiguous words to avoid?
Quality, standard, branded, suitable and equivalent. Replace each with a measurable requirement or a named standard.
Should clauses be performance-based or prescriptive?
A mix. Performance for outcomes such as cycle rating; prescriptive for items that must match, such as board grade.
How do I handle an approved equal?
State the performance requirement and allow an equal that meets it, with evidence. That keeps competition without losing the standard.
How often should the library be updated?
Once a year, or when a standard changes. A clause that references a superseded standard is a liability.
