How I Order Hunter Douglas for a Multi-Location Office: A 5-Step Procurement Checklist

I'm an office administrator for a mid-sized professional services firm—about 300 employees across two locations. I manage all our office supply and facilities orders, including window coverings. I've been doing this since 2020, and over the years, I've processed maybe 80–100 blinds, shades, and drapery orders for our space. This checklist is what I wish I'd had when I started.

If you're tasked with outfitting new office space, replacing worn-out blinds, or standardizing window treatments across multiple floors (or multiple buildings), this is for you. These five steps should cover 90% of what you'll need to do when ordering Hunter Douglas products for a professional environment.

Step 1: Nail Down the Specs (Don't Assume ‘Standard’ Means the Same Thing to Everyone)

My first year, I made the classic rookie mistake: I assumed “standard 2-inch blinds” meant the same thing to every vendor. It doesn't. One vendor's “standard slat” might be 1.5 inches. Another might assume you want a 3.5-inch valance. I learned this the hard way when we got 60 blinds that were too small for the windows.

For Hunter Douglas, you need to get specific on three things:

• Product line and fabric. Are you ordering Silhouette shadings? Luminette verticals? Applause cellular shades? Knowing the exact model is the starting point. If you're looking at fabrics, note that Hunter Douglas has distinct lines like Vignette or Luminette fabrics. Don't just say “white fabric.”
• Actuation method. Will these be standard cord-and-wand, continuous cord loop, or motorized? For a corporate office, motorization is often a smart play for consistency and professional appearance. But it changes the hardware requirements and budget significantly.
• Mount type and frame depth. Inside mount or outside mount? For inside mounts, you need precise frame depth. Hunter Douglas's Silhouette shadings, for example, need a minimum 3-inch depth for inside mount. Not all installers will check that.

My tip: Create a simple spec sheet template. Fill it out for each window or zone. I made a Google Sheet with columns for: “Product, Fabric Code, Mount Type, Width, Height, Frame Depth, Draw Direction, Motorization (Y/N).” Once I standardized this, my ordering errors went from about 15% to near zero.

Step 2: Measure Accurately (You Can't Rely on the Old Tape Measure)

I'm not a professional installer, and I bet you aren't either. So measure like this:

• Measure each window individually. Even if they look identical, they might vary by a quarter inch. In a commercial building with settling or framing inconsistencies, I've seen variations of up to a half-inch between “identical” windows.
• For inside mount, take three measurements. Measure the width at the top, middle, and bottom of the window frame. Use the narrowest measurement for ordering. Do the same for height: measure left, center, right.
• Don't try to do this alone. I know it's tempting to save a few hours. But after I measured 40 windows in one afternoon and got 10 wrong, I learned to always have a second set of eyes. We paid a local installer $150 for a half-day site visit, and they caught six measurements I'd have gotten wrong.

Quick reference: Standard print measurement accuracy for commercial window coverings is ± 1/8 inch. If your measurements have more variance than that, the problem is likely your technique or the building, not the product. Source: Industry standard precision for architectural millwork and fenestration.

Step 3: Get Physical Samples (No, Your Monitor Doesn't Show the Right Color)

This is the step where I see the most cost-cutting...and the most re-work. “I know what white looks like.” “The swatch online looks fine.” Don't fall for it. Every office I've managed has had at least one “white that wasn't white” problem.

Order actual fabric samples. For Hunter Douglas, you can request them from a local dealer or, depending on the product, directly via their official website. The $5 or $10 you spend on samples is the cheapest insurance you'll ever buy against a $5,000 mistake.

What to check with the sample:

• Light diffusion. Put the sample in the actual window orientation. A fabric that looks opaque on a desk will look translucent in direct morning sun.
• Color under your office lighting. Fluorescent lighting vs. LED vs. natural light? They all shift the appearance. Hold the sample up in the actual space at different times of day.
• Texture and feel. For high-traffic areas, consider performance fabrics. Hunter Douglas's AquaFort and Performance Fabric lines are designed for moisture resistance and durability. I wouldn't put a delicate linen look in a break room near a sink.

Honestly, I'm not sure why the color shift between online swatch and physical fabric is so large for some products. My best guess is it's a combination of monitor calibration, lighting in the photo studio, and the physical properties of the yarn. But the lesson is clear: don't spec from a screen.

Step 4: Get Quotes That Include Everything (Especially the Hidden Costs)

This is where having an established vendor relationship helps. But even with a trusted dealer, you need to ask for a line-item breakdown. In my 2024 vendor consolidation project, I managed orders across eight different vendors. The ones who couldn't provide proper invoicing cost us $2,400 in rejected expenses.

For a Hunter Douglas order, ask for these in writing:

• Product cost (per unit, per product)
• Hardware and installation (mounting brackets, valance, wands, motorization components)
• Measurement and site visit fee (if applicable)
• Shipping and delivery (is it included? Threshold delivery or inside delivery?)
• Installation labor (per blind or per hour?)
• Removal of old blinds (if this is a replacement—don't assume it's included)
• Warranty and service terms (Hunter Douglas has manufacturer warranties, but your dealer may offer an additional labor warranty)

A specific comparison: We looked at AquaFort and Performance Fabric for a break area. The fabric cost was similar, but the AquaFort required a special cleaning solution spray if misting was needed. That small detail added a recurring consumables cost. The “cheaper” choice can sometimes cost more in the long run.

Step 5: Schedule Installation with a Buffer (This is Where Schedules Collide)

Installation day is where all your careful planning pays off—or falls apart. I had 2 hours to decide before a deadline for rush processing on a critical project. Normally I'd have a two-week lead time, but there was no time. I went with our usual vendor based on trust alone. In hindsight, I should have pushed back on the timeline. But with the VP waiting, I made the call with incomplete information. That order worked out, but I wouldn't recommend it as a standard practice.

For a planned installation:

• Schedule a pre-install walkthrough. The installer should confirm measurements, review any window obstructions, and check for electrical for motorized shades.
• Plan for a buffer day. If you're installing in an active office space, don't schedule the furniture movers for the same day the blinds arrive. Give yourself at least 24 hours between delivery completion and your next event.
• Assign a point person. Someone needs to be available during installation to answer questions about placement or orientation. That was me for both locations. It meant a busy day, but it avoided mistakes.

Common Mistakes and What to Watch For

Over five years, I've compiled a short list of mistakes I see repeated by admins (including myself):

• Not ordering enough fabric for motorization. If you're planning to add motors later, you might need a slightly different fabric or hardware. Check with the dealer upfront.
• Ignoring solar heat gain. Cellular shades (like Applause) offer insulation ratings. Hunter Douglas publishes third-party tested R-values. If you're in Bellingham or a similar climate, ask about the R-value for specific products. The shade that adds significant insulation to a south-facing window can pay for itself in HVAC savings.
• Assuming “eco-friendly” means the same across all fabrics. Eco friendly waterproof fabric is a category, not a product name. Check the specific sustainability certifications or material composition. (The FTC's Green Guides apply here—claims like “recyclable” need substantiation.)
• Not verifying the warranty for commercial use. Residential and commercial warranties can differ. Make sure your purchase includes commercial terms if it's for the office.

Final thought: This checklist covers about 80% of the procurement process. My experience is based on about 80 mid-to-large office orders. If you're working with luxury custom drapery or a very unusual window configuration, your experience might differ. But for standard office windows across multiple locations, this should get you through the process without a major surprise.