Office furniture: The ultimate repair vs replace guide

We’re in the business of selling office furniture, but we also recognise that waste is bad for the planet.

Here in the UK, an estimated 670,000 tonnes of furniture end up in landfills every year. Much of this is office furniture that could have been reused. Often, a simple repair could have extended its life by years, which would’ve reduced waste and saved people money.

If you’re wondering whether to repair or replace your office furniture, we’re here to help.

When to repair vs replace: a detailed guide

Some workspace furniture can be saved; some will be beyond repair. And sometimes, even if it’s repairable, it’s not worth the cost or hassle. If you have broken or damaged office chairs, desks and or cabinets, here are concrete examples of when to repair or replace them.

Chairs

Repair when:

1. The fabric is slightly worn but the chair is structurally sound.
2. Wheels have fallen off or have stopped rolling.
3. The height mechanism is stiff but not broken.
4. Armrests are loose or have torn padding – this is an easy fix on most chairs.
5. Minor fabric tears or stains can be professionally reupholstered or fixed DIY (though pricier for materials like leather).
6. The height adjustment lever doesn’t work due to a gas stem fault (a cheap fix).

Replace when:

1. The seat foam is fully compressed and no longer comfortable.
2. The frame has major structural damage, which is difficult and expensive to fix.
3. There’s significant rust.
4. Ergonomic support is compromised (e.g., damaged lumbar support or a broken tilt mechanism).
5. Repair costs exceed 50% of a new chair’s price.
6. Mesh seating or backrests are damaged – mesh is hard to repair because it must be re-tensioned. Depending on the chair, you may be able to replace the whole seat or backrest.

Desks

Repair when:

1. The surface has minor scratches or marks.
2. Wobbly legs can be tightened or reinforced with extra screws.
3. Small chips on wooden surfaces can be patched.
4. Electronic height adjusters need recalibration.
5. Bent or snapped legs can usually be replaced.

Replace when:

1. The tabletop has significant water damage or warping.
2. There are deep gouges or structural cracks in the top.
3. Repair costs exceed 60% of the desk’s value.

Filing cabinets

Repair when:

1. Drawers stick but the tracks are intact.
2. It has minor rust – it can be treated.
3. The locks don’t work.
4. Handles are loose or have wear and tear.

Replace when:

1. Significant rust compromises structural integrity.
2. Drawers won’t open or close properly.
3. Water damage has caused internal issues.
4. Security mechanisms are irreparably broken.

How long should office furniture last?

We know it’s a boring answer – but the longevity of office furniture really depends on the build quality, how you use it and how it’s maintained.

We’ve seen plenty of office chairs with 20-year lifespans. Usually, these kinds of chairs are used responsibly, cleaned and occasionally given part replacements. In comparison, those mass-produced chairs you can find on Amazon are lucky to withstand 1-2 years of use.

We’ve also seen desks last for decades. Interestingly, rather than damage, the main issue with desks is that their design can become outdated.

Over time, office desks have gotten narrower as computer screens and laptops have slimmed down. And right now, we’re seeing a trend towards electric height-adjustable desks.

Innovation in ergonomic chairs has arguably peaked, and we’re unlikely to see a revolution in their design any time soon. But as standing and even walking while working grows in popularity, the traditional desk may become a thing of the past.

So we readily admit that design obsolescence is as much of a factor as physical wear when it comes to replacing office furniture. But if this is your reason for replacing your furniture, be sure to dispose of your old pieces responsibility.

In any case, with proper care, quality furniture can last you years.

Can you save money with furniture repairs?

In our experience, people often underestimate how much money they can save by opting for a repair over a replacement.

Here’s an example from our experience:

Last year, a customer planned to throw out 153 office chairs due to issues like torn armrests, broken height adjusters, and missing wheels. They were ready to spend £10,000 on replacements.

But after inspecting the chairs, we saw that they were easily repairable. While we’re not a repair company at Millar West, we are happy to offer repairs to our customers if we can, so we fixed most of them.

The result? Less landfill, fewer new chairs needed, and thousands of pounds saved.

If you’re handy, you could repair your furniture yourself for a fraction of the cost. You can find plenty of guides to repairing popular office chairs, and their parts are pretty easy to find online.

In many cases, a professional repair service is the way to go though. It does cost more but there’s usually a higher chance of success.

Pro tips for furniture maintenance

1. Regular maintenance prevents major issues.
2. Invest in quality furniture with good warranties.
3. Train staff on proper furniture care.
4. Address minor issues immediately.
5. Consider professional refurbishment services for worn or outdated pieces.

Things to consider if you replace your office furniture

Cost of replacement

Whether you have a home office or own a business, furnishing a new workspace can be expensive. Make sure you plan a budget and shop around for pieces.

Suppliers like Millar West often offer quality office furniture at better prices than retailers, especially for bulk purchases. Contact us today to get durable office furniture that lasts.

Sustainable office furniture

Embracing sustainable practices benefits your business by giving you a competitive edge. In today’s market, it can help secure government contracts or private funding, and attract eco-conscious customers.

We’re big fans of Humanscale’s office furniture – 75% of their sold products are carbon-positive. That means they’re made in a way that actually benefits the environment.

Not all manufacturers can match Humanscale innovation. But plenty of affordable brands are big on sustainability. It’s also worth considering high-quality second-hand pieces to save money and contribute to a circular economy.

Ergonomics matter

Ergonomics is all about improving the way we interact with our environments. The average UK work week is 40 hours. With so much time spent at work, it’s important to use office furniture that’s comfortable and supportive.

Studies show that ergonomic office spaces can improve productivity and wellbeing.

Related reading: 8 tips for creating your perfect home office

Dispose of it responsibly

If you’re going to replace your office furniture, recycle or resell your old pieces if you can. Landfill should be the last resort.

Signs that your office furniture should be replaced

Your office furniture can last longer than you think. It may only take an inexpensive repair to get more years of use out of a chair, for example. You’ll save money and help protect the environment.

But if you do replace your existing furniture, make sure it’s for a good reason. Before replacing furniture, find out:

1. Can a professional repair restore full functionality?
2. Is the repair cost less than 50% of a replacement?
3. Will the repaired item meet current ergonomic standards?
4. If the style or design is outdated, can it be refurbished?

If you answer no to any of these questions, it may be time to buy new office furniture.

And we can help with that. In addition to supplying office furniture from dozens of manufacturers at excellent prices, we can remove your old furniture. We’ll ensure it’s recycled – landfill is a last resort for us.