The custom woodworking commission contract: what to include and why

The client who seemed absolutely certain about the design in March will have "always wanted a slightly different color" in September when the piece is delivered. The material that was available when you quoted the job will be backordered when you need it. The timeline that worked in the initial conversation will collide with a family event that did not exist when you started.

A commission contract does not prevent these situations — they are inherent in custom work. What a contract does is define in advance how they will be resolved, so that the resolution conversation happens against a written document rather than against conflicting memories of what was agreed.

Here is what should be in a woodworking commission contract and the language that makes each clause useful rather than aspirational.

Scope of work specification

The most important clause. It must describe the piece in enough specificity that a third party who was not in any of the design conversations could understand what was agreed.

What to include: species (hard maple, not just "maple" — "maple" includes dozens of species with different visual and working properties), primary dimensions (height, width, depth, for each component), joinery method (mortise-and-tenon, dovetailed drawers, etc. where these are design commitments rather than production decisions), finish (species, sheen level, how the finish is applied), hardware (manufacturer and model number if specific hardware was discussed), and any explicit visual selections (if the client chose a specific grain direction or figure, describe it).

What language actually works: "One dining table with a top of 4/4 solid black walnut (Juglans nigra), book-matched from sequential slabs, dimensions 84 by 40 inches at finished size, on a steel base fabricated to the approved drawing dated [date], finished with Rubio Monocoat Fumed in satin, with no hardware. Client has approved design drawing [drawing number] as attached." If it is not in the scope of work, it is not in the contract.

Design approval process

Specify how and when the design is considered approved, and what the client's approval commits them to. This is the clause that prevents the "I thought we were going to change the leg profile" conversation after the legs are cut.

Language: "Design is considered approved when client has signed the design approval sheet and paid the deposit. Changes to the approved design after deposit will be assessed for cost and timeline impact; changes will not begin until a change order signed by both parties is in place. Changes to approved design that require rework of materials purchased for the original design will be invoiced at cost to the client in addition to any labor adjustment."

A separate design approval sheet (the drawing, the material samples, the hardware selection) signed by the client is worth more than a verbal approval recorded in an email thread.

Deposit and payment schedule

Custom furniture commissions should not be fully funded by the maker's cash reserves. A deposit of 40–50% at signing is industry standard for custom furniture; it covers materials purchase and the first substantial block of production time without leaving the maker entirely exposed if the client defaults.

A three-payment structure is the most common: 40–50% at contract signing, 40–50% at a specified milestone (usually "ready for delivery" or "delivery scheduled"), and any balance at delivery. Some makers use a two-payment structure (50% at signing, 50% at delivery); this is simpler but leaves more exposure in the interval.

Language: "Payment of $[amount] is due upon contract signing and is required before materials are purchased or work begins. Payment of $[amount] is due when [milestone — e.g., 'when the piece is assembled and photographed before finishing']. Payment of $[balance] is due at delivery and is required before the piece leaves the workshop. All payments are non-refundable except as specified in the cancellation clause."

Material selection and substitution

Wood is a biological material. The slab you source in January for a March build is not available in March. The hardware supplier backlogs your chosen pull. Specify in the contract how material substitutions are handled.

Language: "Materials will be selected by the maker consistent with the species and quality described in the scope of work. If specified materials are unavailable, the maker will present the client with a comparable alternative within [7] days. If the client rejects the alternative, the contract may be terminated per the cancellation clause. Any premium cost for a material substitution requested by the client will be assessed and invoiced separately."

If a specific slab or specific board was selected by the client at a yard visit, photograph it and reference the photographs in the contract. "Client selected slab at [yard name] on [date], photographed as Exhibit A" — this prevents the "I thought we were using that other board" conversation.

Timeline and force majeure

State the expected completion date as a range, not a fixed date. Custom furniture timelines are genuinely variable: a board that is above equilibrium moisture content needs more drying time before it can be used; a finish that should cure in 5 days takes 10 in a cold shop; a prior commission runs longer than expected. Building in a range acknowledges this without committing to a date you cannot reliably hit.

Language: "Expected completion is [month/year] to [month/year]. Timeline is subject to material availability, shop schedule, and conditions outside the maker's control including weather, material delivery delays, and force majeure events. If the completion date will be extended beyond the stated range, the maker will notify the client in writing within [5] business days of becoming aware of the delay."

Delays caused by the client (delayed design approval, delayed payment, delayed material selection) should be explicitly stated as not counting against the maker's timeline. "Any delay in client deliverables — including design approval, material selection, or payment — will extend the completion timeline by an equivalent period."

Delivery and risk of loss

Specify who is responsible for the piece during transit and when the risk of damage transfers to the client. For large pieces that require professional movers: who arranges the movers, who pays, and who is liable if the movers damage the piece?

Language: "Risk of loss transfers to the client upon delivery to the delivery address. The maker will carry the piece to the delivery address using [maker's vehicle/professional movers/client's arranged transport]. Client is responsible for arrangements and costs of any third-party movers or specialized transport. Delivery does not include assembly, installation, or placement unless specifically agreed and priced separately."

If you deliver and set pieces regularly: define what is included. "Delivery includes placement in one room on the ground floor. Stairs, elevators, and tight corners that require disassembly of the piece or partial disassembly of the space are subject to additional labor charges assessed at the time of delivery."

Warranty and limitation of liability

Wood moves. A piece built and finished correctly will still exhibit seasonal movement — small gaps at the ends of breadboard tops, minor movement in frame-and-panel constructions — that can alarm a client who does not understand solid wood behavior. The warranty clause is your opportunity to educate the client in writing and define what constitutes a defect versus what is expected behavior.

Language: "The maker warrants that the piece will be free from defects in materials and workmanship for [one year/two years] from delivery. Defects include: structural failures not caused by client misuse, finish failures not caused by client exposure beyond the intended use environment, and hardware failures. The warranty does not cover normal wood movement, color variation due to aging and light exposure, or damage from client misuse, excessive humidity changes, or improper cleaning products. The maker's total liability under this warranty shall not exceed the original contract price."

Cancellation terms

Both parties need a defined exit. A client who loses their job after placing a deposit cannot necessarily complete the commission; a maker who cannot source the materials or has a shop emergency needs an out.

Language: "Either party may cancel this contract by written notice. If the client cancels after signing and before [milestone — usually materials purchase]: deposit is refunded minus [10%/20% — a restocking/administrative fee]. If the client cancels after materials are purchased: deposit is retained to cover material costs; client has the option to purchase the materials at cost. If the client cancels after work has begun: deposit is retained; client owes labor for work completed at [hourly rate] per hour. The maker may cancel the contract if materials necessary for the specified design become unavailable and client rejects the proposed substitute; in this case, deposit is refunded in full."

The contract is a design tool, not just a legal document

The process of writing a complete contract for a commission reveals ambiguities in the design that would otherwise surface as conflicts during or after production. When you sit down to write the scope of work and realize you cannot specify the finish sheen level without asking the client, that is a conversation you need to have before the deposit clears, not at the final coat stage.

Run every client through the contract before taking a deposit. The clients who push back on a written contract — who want to keep it informal — are often the clients who will have the most specific opinions about what they "agreed to" when the piece is delivered.

The contract protects both parties. The client knows exactly what they commissioned. You know exactly what you are building.