Fabric Specification at Each RIBA Plan of Work Stage

The key decision points: Stage 2 establishes palette and mood. Stage 3 fixes performance requirements. Stage 4 produces the procurement specification. Stage 5 manages delivery and installation.
The most common error: Leaving detailed fabric specification to Stage 4 without having confirmed fire standard, Martindale requirements, and cleaning compatibility at Stage 3. Late changes at Stage 4 cause programme delay and cost increase.
For architects: The RIBA/BIID contract schedule of services explicitly covers FF&E specification. Understanding where fabric decisions sit in the Plan of Work helps coordinate the design team’s responsibilities.

The RIBA Plan of Work is the standard framework for organising building projects in the UK, used by architects, interior designers, contractors, and clients to structure the design and construction process from inception to completion. It divides a project into eight stages numbered 0 to 7. Fabric specification decisions are made at different stages with different levels of detail and different commercial consequences. Understanding which decisions belong at which stage prevents the most common fabric specification failures: late changes that cause cost overruns, incomplete fire certification documentation at handover, and procurement without confirmed dye lot availability.

This guide is relevant to both interior designers using the RIBA Plan of Work as a project framework and to architects who carry interior design services within their scope under the RIBA/BIID professional services contracts.

Stage 0: Strategic Definition

Stage 0 is the briefing stage, before the design team is formally appointed. Fabric specification is not a Stage 0 activity, but the strategic brief established at this stage determines the fabric specification constraints that will apply throughout the project.

Key questions that should be answered at Stage 0 and that directly affect later fabric decisions include: Is the building subject to specific fire safety regulations beyond standard Building Regulations — a hotel, a healthcare facility, a licensed premises? Will the interior be maintained by in-house staff or a facilities management contractor, and what are their cleaning capabilities and product preferences? What is the refurbishment cycle — how long must the interior last before planned replacement? Are there sustainability or environmental certification requirements for the project?

These answers will constrain the fabric specification options available at later stages. A project requiring BREEAM Excellent with Oeko-Tex or GOTS certification requirements for textiles should establish this at Stage 0, not discover it during Stage 4 procurement when the chosen fabric ranges may not hold the required certifications. For sustainability certification guidance, see our fabric sustainability certifications guide.

Stage 1: Preparation and Briefing

Stage 1 develops and finalises the project brief. For projects with significant interior design content, Stage 1 should establish the performance requirements that will govern fabric specification at later stages. This is not a stage for selecting specific fabrics, but it is the correct stage to establish the specification envelope within which fabric selection will occur.

Establish the fire standard applicable to each area of the building at Stage 1. For a hotel this means confirming the applicable BS 7176 hazard category for each room type. For a healthcare project it means confirming the HTM 05-03 requirements and the relevant BS 7176 hazard category. For guidance on fire standards, see our Crib 5 guide and hotel fabric specification guide.

Establish the Martindale rub count requirement for each area at Stage 1. The Martindale threshold is a function of the anticipated use intensity. See our Martindale rub test guide for threshold recommendations by room type.

Establish the cleaning regime requirements at Stage 1. Confirm with the client or facilities team what cleaning products will be used in each area, how frequently, and who will apply them. This information is essential for fabric cleaning code compatibility assessment at later stages.

Stage 2: Concept Design

Stage 2 is where the design concept is established and the spatial, material, and aesthetic language of the project is defined. Fabric decisions at Stage 2 are directional rather than specific. The concept palette might establish that lounge seating will be in a warm neutral mohair velvet, dining chairs in a deep blue contract textile, and bedroom headboards in a coordinating soft texture. These are design direction statements, not procurement specifications.

The Stage 2 concept design report should note — even at this directional level — which areas will require Crib 5 certified fabrics, which will require specific Martindale thresholds, and which will require specific cleaning code compatibility. This ensures the Stage 3 specification work begins with the performance envelope already established.

At Stage 2, initiate contact with key fabric suppliers to confirm that fabrics in the intended style and performance category are available within the project budget range. A concept that requires 100,000 Martindale mohair velvet in 40 colourways from a single supplier that does not offer that performance level will fail at procurement regardless of how well it is designed. Early supplier engagement at Stage 2 prevents this.

Stage 3: Spatial Coordination

Stage 3 is the most important stage for fabric specification. This is where specific fabrics are selected, performance criteria are confirmed against the Stage 1 brief, and the information required for cost planning and procurement is assembled. Errors or omissions at Stage 3 are the primary cause of fabric specification failures at Stages 4 and 5.

Confirm the specific fabric range, colourway, and width for every fabric in the scheme at Stage 3. Obtain the relevant technical data sheets from the supplier and confirm that each fabric meets the performance requirements established at Stage 1. For fire rating, obtain the test certificate — not just a supplier’s statement of compliance — and confirm that it covers the filling and construction being used in the specific project. For Martindale, confirm the rub count for the specific colourway ordered, not just the range average.

Obtain sample cuttings and confirm sample availability for mock-up testing if required. For large-scale hospitality or commercial projects, testing a mock-up panel or sample assembly to the required fire standard before committing to procurement is standard practice and eliminates certification risk at Stage 5.

Confirm lead times for every fabric at Stage 3 and identify any long-lead items. Specialist fabrics, bespoke colourways, and fabrics from European mills with minimum order requirements may have lead times of twelve to sixteen weeks or more.

Produce a fabric schedule at Stage 3. The schedule should list every fabric in the scheme with its supplier reference, colourway, width, fire certification reference, Martindale count, cleaning code, lead time, and the locations in the building where it will be used.

Stage 4: Technical Design

Stage 4 converts the Stage 3 fabric schedule into procurement specifications — quantities, dye lot requirements, delivery programme, and coordination with the upholstery and curtain making workrooms.

Calculate fabric quantities at Stage 4 using confirmed cut sizes, seam allowances, and — critically — pattern repeat allowances for any patterned fabric in the scheme. See our pattern matching guide for the correct method of calculating pattern repeat allowances. Ordering without pattern repeat allowance is the single most common fabric quantity error and is discovered only when the workroom runs short.

Confirm dye lot availability with suppliers at Stage 4 before issuing purchase orders. For large quantities of a single colourway — a hotel project requiring 800 metres of a specific mohair velvet — confirm that the required quantity can be produced in a single dye lot. Dye lot variation between separately produced batches of the same colourway is visually detectable and will not be acceptable in a high-quality interior.

Coordinate the fabric delivery programme with the upholstery and curtain making workrooms at Stage 4. For upholstery, allow a minimum of four to six weeks between fabric delivery and installation for standard pieces. For complex bespoke upholstery, allow eight to twelve weeks. Build these lead times into the Stage 4 programme and work backward from the site installation date to establish the required fabric order date.

Stage 5: Manufacturing and Construction

Stage 5 is the construction and manufacturing stage. The designer’s role at Stage 5 is quality assurance and programme management rather than specification — the specification was established at Stages 3 and 4.

Inspect fabric on delivery to the workroom before cutting begins. Check the colourway against the approved sample under the lighting conditions of the finished room. For guidance on colour matching and metamerism, see our colour naming and specification guide. Check for any visible defects in the fabric surface. Check that the dye lot reference matches the order. Defects identified before cutting are the supplier’s responsibility to remedy.

Obtain all fire certificates and technical data sheets at Stage 5 and compile them into a building user guide or handover file. For commercial buildings, the Regulatory Reform (Fire Safety) Order 2005 requires the responsible person to be able to demonstrate that all furnishings comply with the applicable standards. The test certificates are the evidence of compliance and must be retained throughout the life of the installation.

Stage 6: Handover

Stage 6 is practical completion and handover to the client. The fabric-specific deliverables at Stage 6 are the fire certification documentation compiled at Stage 5, the fabric schedule updated to reflect the as-installed specification including any late changes, cleaning and care instructions for every fabric in the scheme, the supplier contact details for future reorders, and a maintenance schedule specifying when FR certification should be reviewed.

Frequently Asked Questions

At what RIBA stage should I select specific fabrics?

Specific fabric selection — confirming the range, colourway, and technical data for each fabric — belongs at Stage 3. The design direction is established at Stage 2 and the procurement details are fixed at Stage 4, but Stage 3 is where the specific selection must be confirmed and tested against the performance requirements established at Stage 1. Leaving specific fabric selection to Stage 4 compresses the time available to identify and resolve problems with fire certification, Martindale counts, and lead times.

When should I order fabric for a large project?

Calculate the required order date by working backward from the site installation date. Allow for workroom production time — typically four to eight weeks for upholstery and curtains. Allow for fabric delivery from the supplier — typically two to four weeks for stock fabrics, up to sixteen weeks for made-to-order or specialist fabrics. Add the pattern repeat allowance calculation time. On a large hospitality project, the fabric order may need to be placed at or immediately after Stage 4 completion to meet a Stage 5 installation programme.

What documents should I hand over to the client at Stage 6?

Fire test certificates for all upholstered seating and curtains, cleaning and care instructions for each fabric in the scheme, the as-installed fabric schedule with supplier references and colourway codes for future reordering, and a note of any re-treatment or re-certification requirements during the life of the installation. The responsible person for the building requires the fire certificates to demonstrate compliance under the Regulatory Reform (Fire Safety) Order 2005.

For Building Safety Act 2022 documentation requirements across all RIBA stages, see our Building Safety Act and fabric specification guide.

For fire certification guidance, see our Crib 5 guide and hotel fabric specification guide. For Martindale thresholds by room type, see our Martindale rub test guide. For pattern repeat allowance calculation, see our pattern matching guide.