How to Source Hotel Casegoods from Vietnam: A Step-by-Step Guide for US Buyers

Vietnam has become one of the main sourcing bases for US hotel furniture. For owners, FF&E purchasing agents and procurement companies working on select-service and extended-stay properties, it offers contract-grade casegoods at competitive FOB prices. But a smooth project depends less on the country and more on the process. This guide walks through each step, what to prepare, and where projects usually go wrong.

1. Start with a complete specification package

A factory can only quote accurately on what it can see. Before requesting a quotation, gather:

• The brand's FF&E specification or prototype package (for example the current La Quinta or Baymont scheme)
• Item list with quantities per room type and room count
• Dimensions in inches, laminate and finish references, hardware and power/USB requirements
• Destination and target delivery window

Missing details are the most common reason quotes come back slowly or change later. If a finish or hardware item is still to be confirmed, say so, so the factory can price an allowance instead of guessing.

2. Understand what an FOB quotation includes

Most Vietnam hotel furniture is quoted FOB Ho Chi Minh Port in US dollars. FOB covers manufacturing, export packing, inland transport to the port and export clearance. It does not cover ocean freight, insurance, US customs duties, drayage or installation. When comparing suppliers, make sure every quote is on the same basis and lists carton size and CBM per item, because container volume drives your freight cost.

3. Approve shop drawings before anything is cut

Shop drawings are where a specification becomes a buildable product. The factory's engineering team converts the brand drawings into production drawings showing construction, materials, edge banding, hardware positions and cut-outs for lamps, power units and wiring.

Review them carefully. Changes at drawing stage cost nothing; changes after production starts cost time and money. Typical points to check are overall dimensions against the room layout, headboard lighting and switch locations, and the exact laminate match.

4. Ask for a sample or mock-up room

For a first order with a new supplier, request a sample of the key pieces: usually a headboard, nightstand and desk. Sample lead time is typically one to two weeks plus air freight. A sample confirms color match, edge quality and hardware, and gives the owner something physical to approve.

5. Plan around realistic lead times

For custom hotel projects, plan on about 60–75 days of production from signed purchase order and deposit, plus roughly four to six weeks of ocean transit to US ports depending on the coast. Working backwards from your installation date, the purchase order usually needs to be placed four to five months ahead.

Two things shorten this: approving drawings quickly, and confirming finishes early so laminate and hardware can be ordered at once.

6. Know the standard payment structure

The common structure for export orders is T/T, 50% deposit on order confirmation and 50% balance before shipment. Letters of credit at sight are used for larger or long-term programs. Confirm banking details only from the signed proforma invoice.

7. Check quality before the container is sealed

Agree on inspection points up front: materials on arrival, first-article approval, and a final inspection before loading. Ask for photos of packed cartons, labels by room type or item code, and the packing list before the container leaves. Clear labeling saves hours for the installer on site.

8. Confirm packing and loading

Hotel casegoods travel a long way. Export packing should include inner foam and corner protection, strong cartons, and moisture protection for the ocean leg. A good loading plan fills the container efficiently and groups items the way the site will unload them.

How Ngoc Hoang Anh works

Ngoc Hoang Anh is an OEM/ODM hotel furniture manufacturer in Vietnam. We build guestroom casegoods and seating to brand specifications for US hotel projects, including La Quinta by Wyndham in Cary, North Carolina, and Baymont by Wyndham properties. Our engineering team prepares shop drawings from your FF&E package, and orders ship FOB Ho Chi Minh Port, with a standard production lead time of 60–75 days from signed PO.

Have an FF&E package ready to price? Send us your specifications and we will reply with a quotation.