How to Specify Framing for Design Projects

Framing specifications that arrive incomplete cost everyone time. The framer asks questions, the designer chases the client, the project slips a week. It happens on nearly every job where the framing brief was treated as an afterthought rather than a proper specification document.

At Harten, we have worked with interior design practices for over 50 years. The projects that run smoothly share one thing: a clear brief from the start. This guide covers what a framing specification should include, how the sample and approval process works, and how to manage multi-piece projects without losing control of timelines or budgets.

What a Framing Specification Should Include

A framing specification does not need to be a lengthy document. It needs to be precise. The following information lets your framer quote accurately, source materials efficiently, and avoid the back-and-forth that delays production.

Artwork dimensions and format. Provide the exact dimensions of each piece, not the frame size you want. The framer calculates frame and mount sizes from the artwork. Specify whether the piece is on paper, board, canvas, textile, or another substrate. Note the depth of any stretched canvas or mounted board.

Quantities and groupings. List how many pieces need framing and whether they form groups or series. If twelve prints are going in the same corridor, say so. Batch production is more efficient and ensures consistency across the set.

Moulding profile and finish. Specify the moulding profile (flat, scoop, box, tray) and the finish (natural timber, stained, painted, lacquered, gilded). If you have a specific framing style in mind, reference it. If you need a specific RAL or NCS colour, include the reference number.

Mount specification. State whether the piece needs a mount, the mount width, and the colour. For multi-opening mounts, provide a layout diagram. Specify conservation-grade mount board if the artwork requires it.

Glazing requirements. Standard glass, anti-reflective glass, UV-filtering glass, or acrylic. For oversized pieces above 1.2 metres, acrylic is often the practical choice for weight and safety reasons. Note any site-specific requirements such as anti-shatter or fire-rated glazing.

Mounting method. Float-mounted, window-mounted, dry-mounted, or stretched. For textiles and objects, describe the item and let the framer recommend the mounting approach. Conservation mounting should be specified wherever the artwork has long-term value.

Installation context. Where will the pieces hang? A hotel lobby has different requirements from a private dining room. Note lighting conditions, wall construction, ceiling height, and whether security fixings are needed. This information affects frame design, glazing choice, and hanging hardware.

The Sample and Approval Process

Samples are where the specification becomes real. A moulding profile that looks right on screen can feel wrong in the hand, and a colour that reads well on a swatch can clash when held against the actual artwork. The sample stage catches these problems before production begins.

Requesting samples. Ask your framer for corner samples in your specified moulding, finish, and mount combination. Most framers will produce two or three options if you are not yet fixed on a direction. Corner samples show the moulding profile, the finish quality, and how the mount sits against the frame.

Colour-matched samples. If you have specified a RAL or NCS reference, ask for a sprayed sample on the actual moulding profile. Colour reads differently on flat card versus a profiled moulding, and the substrate timber affects the final tone. A sample on the real material is the only reliable way to confirm the colour.

Approval workflow. Build the sample approval stage into your project programme. Allow five to seven working days for sample production, plus whatever time you need for client presentation and sign-off. Get written approval before production starts. If the client requests changes after seeing the sample, that is far cheaper than reworking finished frames.

Sample retention. Ask your framer to retain the approved sample as a production reference. This is particularly important for colour-matched finishes and for projects that may need additional pieces in future. At Harten, we keep sample references on file for exactly this reason.

Managing Multi-Piece Projects

A single statement piece is straightforward. Twenty-five frames for a restaurant, or sixty for a hotel corridor, introduces coordination challenges that need planning from the outset.

Batch consistency. When multiple frames share the same specification, the finish must be consistent across the entire batch. This means sourcing all the timber from the same run, mixing finishes in sufficient quantity, and quality-checking every piece against the approved sample. Ask your framer how they manage batch consistency, particularly on spray-finished frames where colour variation between batches is a real risk.

Phased delivery. Construction projects rarely take delivery of everything at once. Agree a phased delivery schedule that aligns with the fit-out programme. Your framer needs to know the delivery sequence early so they can plan production accordingly. If the restaurant opens before the hotel rooms are ready, those restaurant pieces need to be first off the bench.

Capacity planning. Large orders need workshop capacity. Discuss volume and timeline early so your framer can allocate the bench space and materials. A sixty-frame order placed with two weeks notice will not be produced to the same standard as one placed with six weeks. Give your framer the same lead time you would give any other specialist trade contractor.

Artwork logistics. For multi-piece projects, the artwork often arrives from different sources at different times. Agree with your framer how artwork will be received, catalogued, and stored. A clear numbering system that matches your specification schedule prevents the wrong print ending up in the wrong frame.

Working with Your Framer as a Specification Partner

The best project outcomes happen when the framer is involved early. Not as a supplier who receives a finished specification, but as a specification partner who contributes to it.

Early engagement. Bring your framer into the conversation at scheme design stage. They can advise on what is practical, flag potential issues with materials or dimensions, and suggest options you might not have considered. A five-minute phone call during design development can save weeks during production.

Clear communication channels. Establish a single point of contact on each side. When specification queries go through three people before reaching the framer, details get lost. Direct communication between the designer specifying the work and the framer producing it reduces errors and speeds up decisions.

Lead time expectations. Standard framing production runs two to three weeks from approval. Colour-matched finishes, large batches, and conservation work take longer. Build realistic lead times into your programme and discuss them with your framer at quotation stage, not after the order is placed.

Trade account benefits. If you specify framing regularly, a trade account with your framer streamlines the process. Trade pricing, priority scheduling, retained sample references, and a framer who already understands your design language all reduce friction on future projects.

Frequently Asked Questions

What information does a framer need to provide an accurate quote?

At minimum: artwork dimensions, substrate type, quantity, preferred moulding profile and finish, mount requirements, and glazing type. The more detail you provide, the more accurate the quote. If you are unsure about any element, say so. A good framer will discuss the options and help you finalise the specification before quoting.

How long does the sample process take?

Standard moulding samples in stock finishes can be ready within a few days. Colour-matched samples on specific moulding profiles take five to seven working days because the moulding needs to be cut, prepared, and sprayed. Allow additional time for client review and approval. It is worth building two weeks into your programme for the full sample cycle.

Can a framer match a specific RAL or NCS colour?

Yes. A specialist framer with spray-finishing capability can match any RAL or NCS reference. Pantone matching is also available on request. The key is to provide the exact reference number rather than a visual sample or screen colour, as these can vary depending on the batch and viewing conditions. Always approve a physical sample on the actual moulding before committing to production.

What is the typical lead time for a multi-piece framing project?

For a batch of ten to twenty frames in a consistent specification, allow three to four weeks from approval to delivery. Larger batches of fifty or more frames may take six to eight weeks depending on the complexity of the finish and the production schedule. Colour-matched finishes add time for sample approval. Discuss your programme timeline at quotation stage so your framer can plan capacity accordingly.

Should I send artwork to the framer or deliver it myself?

For valuable or fragile artwork, personal delivery or specialist art courier is recommended. Standard prints can be posted. For multi-piece projects where artwork arrives from several sources, agree a delivery and cataloguing process with your framer upfront. Each piece should be clearly labelled to match your specification schedule. This avoids misidentification and ensures the right artwork goes into the right frame.

For more information about working with Harten on design projects, visit our interior designers page or read our guide to the cost of custom framing.