Finance has approved new chairs for twenty staff, and your shortlist has three models that all say “ergonomic” on the label. The label doesn’t help you choose, so what does?
When employers buy an ergo chair for a team, the label matters less than five practical checks, covered below with the questions to put to any supplier. A chair with a narrow adjustment range will suit some staff and not others, however much it costs. Working through the checks before ordering helps the order go right the first time.
What Should Employers Look for When Buying Ergo Chairs for Staff?
Start with a short list you can take to any supplier.
Employers should check five things when buying ergo chairs for staff: how far each part adjusts, what the supplier can tell you about how the model is built and tested, whether the material suits the room, what the warranty and spare parts cover, and whether the full quantity can arrive together. Asking the same five questions of every shortlisted model keeps the comparison fair.
| Check | What to ask the supplier | Why it matters for a team |
| Adjustment range | How far do the seat height, seat depth, backrest and armrests move? | Staff differ in size, so one fixed setting won’t suit everyone |
| Build and testing | How is this model built, and what testing information can you share? | Gives you a basis to compare how well different models are built |
| Material | Is the seat and back suited to our room and working hours? | Mesh and cushioned seats feel different over a full working day |
| Warranty and parts | What does the warranty cover, and can parts be replaced? | Keeps chairs in use when a part fails |
| Quantity | Can the same model arrive together in our quantity? | Keeps the whole team on one specification |
Why bother with this much detail? In a written reply to a parliamentary question, the Ministry of Manpower said an average of 338 work-related musculoskeletal disorders were reported each year between 2020 and the first half of 2024. Of these, 91% were back injuries, and the figure covers all workplaces, not only offices, so a chair is only one part of the picture. It is still a reminder that ergonomics is worth planning rather than leaving to chance.
Why Does Adjustment Range Matter When Buying Ergo Chairs for a Team?
Your team won’t all be the same height, and a chair that fits one person well can leave the next person reaching or slouching.
Adjustment range matters because staff differ in height, leg length and the way they work. Check which parts adjust, such as seat height, seat depth, backrest or lumbar support and armrests, and how far each one moves. Models differ in what they offer, so match the adjustments to the roles in your team. A chair with every adjustment but a narrow range will still leave some staff out.
The Workplace Safety and Health Council’s guidelines on improving ergonomics in the workplace list an adjustable chair with armrests and a backrest among good practices for office workstations. Singapore’s SS 514:2016 Code of Practice for Office Ergonomics covers the physical, environmental and psychosocial side of office work. Both are general guidance, not a buying specification for a chair, so treat them as a starting point for your own checklist.
You can browse our ergonomic chairs and compare the adjustments on each model before you build your shortlist.
How Can I Tell If an Ergo Chair Is Built to Last?
A chair at a full-time desk is used for hours every working day, so build quality counts as much as comfort.
Ask each supplier what they can tell you about how a model is built and tested. One widely used reference for general-purpose office chairs is ANSI/BIFMA X5.1, a test standard for safety, durability and structural adequacy. It doesn’t measure comfort, so it answers only part of the question. Then check the warranty terms, since they show what the supplier will stand behind.
BIFMA is the Business and Institutional Furniture Manufacturers Association. The current listing of its office chair standard is ANSI/BIFMA X5.1-2017, reaffirmed in 2022, so if a supplier cites it, it is worth asking which edition they mean.
Our chair pages list build details, such as the base material and, on selected models, an SGS-certified Class 3 gas lift. If you need more detail on how a particular model has been tested, ask our team before you order.
Our chairs come with a warranty of one to two years, depending on the model, counted from the invoice date. It primarily covers the chair’s mechanism and doesn’t cover damage from improper use or wear and tear beyond normal usage. For bulk orders, we can send our team to your location to replace faulty parts. Our Chair Parts & Replacements range covers replacement parts, so ask our team whether the part you need is available for your model. The full terms are in our warranty and replacement policy.
Which Material Suits Your Team: Mesh or Cushioned?
Mesh backrests let air move through the back of the chair, while cushioned and leather chairs feel more padded. Neither is better for every team, so the right choice depends on the room and how many hours people sit.
We stock both mesh chairs and leather chairs, so you can compare both before choosing for the whole team.
Should Every Employee Get the Same Ergo Chair?
Not always, but a small number of models is easier to manage than many.
Giving most staff the same one or two models keeps spare parts, warranty terms and adjustment controls consistent across the team. People who sit all day benefit most from a wide adjustment range. Shared spaces such as meeting rooms can use meeting and conference chairs with fewer adjustments, since each person sits there for a short time.
For team orders, you can request a bulk quote through our contact form and choose “Bulk Purchase” as your enquiry type. Tell us how many staff you are buying for and which models you are considering. Wholesale pricing is available for bulk orders, and customisation, such as armrest options, depends on the model, so ask us early.
What Should I Check Before Ordering Chairs for a Whole Team?
Do these three things before the order goes in.
Before ordering ergo chairs for a team, have two or three staff of different heights sit in the shortlisted model, confirm the full quantity can be supplied together, and check delivery access at your building, such as lift access (see our shipping details). This is a short exercise, and it avoids finding a poor fit after the chairs arrive.
Visit our Ubi Ave showroom first and bring a few staff, so they can sit in the shortlisted chairs. That is the best way to confirm the fit before ordering, since we don’t accept returns once a chair is sold. We keep stock ready, and delivery to locations with lift access or ground-level entry is typically completed within 2 to 5 business days, but for a large quantity, confirm the exact number and timeline with our team before you fix a start date for new hires.
Not every employee needs the most feature-rich model. If the budget is tight, match each model to the role and hours, and ask for a wholesale quote on the models that fit your staff.
Frequently Asked Questions
What should employers look for when buying ergo chairs for staff?
Check the adjustment range, how the model is built and tested, the material, the warranty and spare parts, and whether the full quantity can arrive together.
Do all staff need the same ergonomic chair?
Not necessarily. Staff who sit all day benefit most from a wide adjustment range, while meeting room chairs can have fewer adjustments. Keeping to one or two models makes spare parts and warranty terms easier to manage.
What is the difference between an ergo chair and a standard office chair?
An ergo chair is built to adjust to the person sitting in it, usually with adjustable seat height and backrest support, and on some models adjustable armrests. A standard chair may offer fewer adjustments. The word “ergonomic” alone doesn’t say which parts adjust, so check each model’s adjustments.
Can I return an ergo chair if it doesn’t suit a staff member?
No, we don’t accept general returns once a chair is sold, so we suggest trying the chair at our showroom first. Our warranty of one to two years, depending on the model, primarily covers the chair’s mechanism. The full terms are in our warranty and replacement policy.
Do you offer wholesale pricing for team orders?
Yes. Choose “Bulk Purchase” on our contact form and tell us the quantity and models you are considering, and we will work out a quote.
Ready to compare models for your team? Shop Now to browse our ergonomic chairs, then visit our Ubi Ave showroom to try your shortlist.