The Procurement Manager’s Ultimate Timber Checklist (Save This)
Timber Export Specialist | Founder, Golden Arrow Timber Ltd
In today’s construction and infrastructure sectors, timber procurement isn’t just about placing orders; it’s about making strategic, sustainable, and legally sound decisions. Whether you’re sourcing for a marina, a luxury development, or structural piling, the cost of getting it wrong can be high.
That’s why I’ve created the Ultimate Timber Procurement Checklist, tailored specifically for procurement professionals navigating complex timber decisions across international markets.
Save this post. Share it with your team. And use it as your reference point for every major timber purchase.
✅ 1. Confirm Legal & Sustainable Sourcing
Ask: Do we have cutting permits and chain-of-custody documents?
You want timber that’s not just high-quality, but fully legal. Always request:
- Country of origin
- Logging license and export documentation
- FSC or equivalent certification (where applicable)
- Supplier’s sustainability policy
Why it matters: Illegal timber exposes your company to fines, reputational damage, and regulatory risk.
✅ 2. Verify the Timber Species (No Assumptions!)
Ask: Are we absolutely sure of the botanical species?
Common issue: A supplier offers “hardwood” or a local name, but what species is it really? Insist on:
- Full botanical name (e.g., Chlorocardium rodiei for Greenheart)
- Independent verification or lab testing if unsure
- Documentation in line with CITES regulations (if relevant)
Pro tip: Mislabeling is more common than you think. Always double-check.
✅ 3. Assess Durability Class and Suitability for Use
Ask: Does this timber perform in the environment we need it for?
Different species suit different jobs:
- Class 1 (very durable) for marine or structural use
- Class 2–3 for exterior joinery or decking
- Local climate, humidity, saltwater exposure, all matter
Example: Greenheart excels in marine construction, while Purpleheart suits heavy-duty joinery.
✅ 4. Inspect Moisture Content and Drying Process
Ask: Is the timber air-dried or kiln-dried to the right level?
Why it matters:
- Overly wet timber can warp or split
- Kiln-dried = better dimensional stability
- Air-dried = natural but takes longer
Best practice: Ask for a moisture content report, aim for 10–18% depending on application.
✅ 5. Review Grading and Visual Consistency
Ask: What’s the appearance and structural grading of this batch?
Not all timber is equal, even within the same species. Check for:
- Visual or mechanical grading standards (BS, NHLA, etc.)
- Colour variation and grain pattern
- Defects (knots, splits, insect marks)
Use high-resolution images or samples when buying remotely.
✅ 6. Understand Processing and Sizing Options
Ask: Can we get this timber cut or milled to our specs?
Clarify:
- Rough sawn, planed, tongue-and-groove options
- Lengths and widths available
- Wastage rates and overage
- Machining tolerances
Tip: Processing at source often reduces time and cost.
✅ 7. Clarify Incoterms and Delivery Timelines
Ask: What’s the delivery term and lead time—FOB, CIF, DDP?
International timber procurement involves:
- Port of shipment and arrival
- Packaging and containerization
- Insurance coverage
- Estimated arrival time (including potential delays)
A good supplier should offer full visibility and proactive updates.
✅ 8. Confirm After-Sales Support and Claims Process
Ask: If there’s an issue, what happens next?
Discuss:
- Return/refund policy
- Claims procedure for damage or quality discrepancies
- Dispute resolution terms
Avoid surprises—clarify everything upfront.
✅ 9. Evaluate Price Against Value, Not Just Cost
Ask: Are we buying cheap, or buying right?
Lowest price often equals:
- Inferior quality
- Poor documentation
- Delays and rework costs
Instead, measure value by:
- Longevity
- Reputation of supplier
- Total project cost (not unit price)
✅ 10. Check References and Case Studies
Ask: Has this supplier delivered successfully on similar projects?
Always ask for:
- Past project images or reports
- Testimonials
- Site visits (if possible)
Procurement is part science, part instinct. Trust, but verify.
Wrapping Up: Your Timber Procurement Advantage
This checklist isn’t just about avoiding mistakes. It’s about positioning yourself and your company as informed, responsible, and strategic buyers.
At Golden Arrow Timber Ltd, we work closely with procurement teams across the Caribbean and global markets to supply certified, high-performance tropical hardwoods. From marine piling to bespoke joinery, our approach is built on transparency, reliability, and deep product knowledge.
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💬 Have I missed a step? Add your tips in the comments.
📩 Want a printable PDF version? DM me or comment below.
Let’s raise the standard for timber procurement—together.
