Office pod specification checklist for architects and fit-outs
An office pod specification should fix the model and dimensions, weight and floor loading, measured acoustic performance, ventilation rate, fire classification of materials, lighting, power and data, accessibility, finishes and the documents the supplier must provide. Writing these down before tender lets architects and fit-out contractors compare pods on equal terms.
Key takeaways
- Specify acoustic performance as speech level reduction measured to ISO 23351-1 and ask for the test report, not just a headline dB figure.
- Set ventilation per occupant: HSE says fresh air should not normally fall below 5 to 8 litres per second per person, and many guides recommend 10.
- Ask for reaction-to-fire classifications to BS EN 13501-1 for each main material, and check them against your fire risk assessment.
- Check door widths against Approved Document M where accessible pods are needed: 800 mm minimum effective clear width for a straight-on approach in new buildings.
- Request drawings, weights, electrical details and finish codes at quotation stage so site constraints are caught early.
What should an office pod specification include?
A complete pod specification covers nine areas: model and size, site constraints, acoustics, ventilation, fire, lighting and power, accessibility, finishes, and documentation. Each one affects whether the pod can be installed, whether it performs, and whether it passes building and fire safety review.
Pods are often treated as furniture, which is why their specifications are sometimes thinner than those for partitions or ceilings. In practice a pod is a small enclosed room with its own fan, lights and power, placed inside a building that already has fire, ventilation and electrical systems. The specification should therefore read like a short room data sheet. It also helps to decide early which category you are buying from: phone booths for calls, work pods for focused desk work, or meeting pods for groups.
Dimensions, weight and site constraints
Specify external dimensions, assembled weight and the clearances needed around each pod, then check them against floor plans, ceiling heights and delivery routes. Most site problems with pods come from height, access or loading rather than from the pod itself.
The table lists the dimensions of the models we supply, taken from manufacturer data.
| Model | External size W × D × H (mm) | Capacity | Notes |
|---|---|---|---|
| Single phone booth | about 1000 × 1000 × 2250 | 1 | Calls and short tasks |
| Slimline aluminium booth | 970 × 1010 × 2273 | 1 | Aluminium frame |
| Study pod | 1400 × 1250 × 2330 | 1 | 30–35 dB rated; libraries and quiet study |
| M focus pod | 1500 × 1250 × 2250 | 1 | Full desk; 570 kg |
| Smart Twin pod | 2200 × 1200 × 2200 | 2 | Pairs and coaching |
| Quad meeting pod | 2200 × 1250 × 2250 | 4 | 730 kg; 4–6 and 6–8 person options |
| Lounge L4 | 2390 × 1906 × 2300 | Up to 4 | Soft seating |
For each location, confirm:
- Ceiling height and services. Leave space above the pod for air movement and for sprinkler and detector coverage. Pods around 2.2–2.3 m tall need a clear ceiling height well above that.
- Floor loading. The M focus pod weighs 570 kg and the Quad 730 kg. Ask the structural engineer to check raised floors and older slabs.
- Delivery route. Pods arrive flat-packed, but the longest panels and glass sheets still need lift and corridor access.
- Door swing and circulation. Mark the door swing on the plan and keep escape routes clear.
Our article on phone booth dimensions covers clearances in more detail.
Acoustic performance
Specify acoustic performance as speech level reduction measured to ISO 23351-1 and ask for the full test report. ISO 23351-1 is a laboratory method that compares sound power with and without the enclosure and expresses the result as a single-number speech level reduction across 125 Hz to 8,000 Hz (ISO, 2020). It was written to make furniture ensembles and enclosures comparable, which is exactly the problem specifiers face with pods.
Where suppliers quote a different figure, ask what was measured, where, and under which standard. The specialist pod manufacturers we work with give factory-rated noise reduction of 30–45 dB depending on model; treat any such figure as a starting point and compare like with like. Also specify the background conditions on site, because the same pod sounds quieter in a busy office than in a silent library.
Ventilation and air quality
Specify ventilation as a fresh-air rate per occupant and ask for the fan’s airflow and noise data. HSE’s guidance quotes its Approved Code of Practice that “the fresh-air supply rate should not normally fall below 5 to 8 litres per second, per person”, notes that 10 litres per second per person is recommended in many guides, and says CO2 levels consistently above 1,500 ppm indicate poor ventilation (Health and Safety Executive).
For meeting pods, the occupancy you specify drives the fan requirement, so state the maximum number of people the pod is meant for. Also specify fan control (presence sensor or switch), a maximum fan noise level that does not undermine the pod’s purpose, and whether the pod’s air intake and exhaust can work with your building’s ventilation layout. See office pod ventilation for more detail.
Fire safety and materials
Ask for the reaction-to-fire classification of each main material to BS EN 13501-1, and confirm how the pod fits your fire strategy for detection, alarms and sprinklers. BS EN 13501-1 classifies construction products from A1, “the highest level of performance”, through A2, B, C, D, E and F, with additional ratings for smoke (s1 to s3) and flaming droplets (d0 to d2) (BSI).
Your specification should require classification reports for felt, boards, fabrics and seals rather than a single statement for the whole pod, and the fire risk assessor should review them along with the pod’s position relative to escape routes and existing detection. Our article on office pod fire safety in the UK sets out the questions to ask.
Lighting, power and data
Specify the light level, the number and type of sockets, USB charging, any data point, and how the pod connects to the building supply. HSE’s lighting guidance gives an average illuminance of 200 lux, with a minimum measured value of 100 lux, for offices doing work that requires “perception of detail”, and 500 lux average for fine detail such as drawing offices (Health and Safety Executive, HSG38). For video calls, lighting colour and position on the face matter as much as the level.
- UK sockets and USB-A or USB-C charging at desk height.
- Supply route: floor box, wall socket or ceiling drop, and cable length required.
- Data: Wi-Fi coverage inside the pod, or a cabled data point if needed.
- Installation and final connection by a competent electrician to your site’s standards.
- Maintenance: the pod’s electrics should join your existing inspection regime; HSE’s INDG236 sets out suggested intervals by equipment type (Health and Safety Executive, INDG236).
Accessibility
Where pods must be usable by wheelchair users, specify door width, internal turning space, threshold height and desk height. Approved Document M Volume 2 sets minimum effective clear widths of doors: 800 mm for a straight-on approach in new buildings and 750 mm in existing buildings, rising to 825 mm in new buildings where the approach is at right angles from a route at least 1,200 mm wide (HM Government, Approved Document M Volume 2, Table 2). A standard one-person booth will not usually meet these needs, so plan for larger pods with level access where required. Read our guide to accessible office pods for details.
Finishes, documents and samples
Specify finishes by code and ask for physical samples before ordering, then list the documents the supplier must hand over. Finishes should cover felt colour, exterior panel finish, frame colour, glass type and upholstery, each with a reference code.
Samples are quoted by our team based on the model and quantity; see samples and lead time. The documentation list should include plan and elevation drawings, weights, electrical details, material classifications, care instructions, an assembly guide and, where applicable, acoustic test reports. Our quality control page explains the pre-dispatch checks we arrange.
Common specification mistakes
Most pod problems on site trace back to a few gaps in the specification rather than to the product. Common gaps include:
- Comparing dB figures from different methods. A “40 dB” claim measured one way is not comparable with a speech level reduction measured to ISO 23351-1.
- Specifying by seats, not by use. A four-person pod used mostly by one person on calls wastes floor area and blocks the space for groups.
- Leaving power to the end. If floor boxes are not in the right place, pods end up fed by trailing leads.
- Ignoring the ceiling. Pods placed under low bulkheads or close to sprinkler heads can trigger late redesigns.
- No owner for documents. Without a named person collecting drawings, care guides and parts lists, they are lost by the time maintenance starts.
The office pod specification checklist
Use this checklist as a starting point for a tender or a quote request.
| Area | What to specify or request |
|---|---|
| Model and quantity | Model, capacity, quantity per floor, door handing |
| Dimensions and weight | External W × D × H, assembled weight, clearances, ceiling height check |
| Acoustics | Speech level reduction to ISO 23351-1 with test report |
| Ventilation | Fresh air per person, fan airflow, fan noise, control method |
| Fire | BS EN 13501-1 classifications per material; fit with detection and sprinklers |
| Lighting | Light level, colour temperature, control |
| Power and data | Sockets, USB, supply route, cable length, data |
| Accessibility | Door clear width, threshold, turning space, desk height |
| Finishes | Codes for felt, panels, frame, glass, upholstery; physical samples |
| Delivery and installation | Lead time, crate sizes, access route, installation method |
| Documents | Drawings, assembly guide, care guide, spare parts list |
For larger projects, specify meeting pods such as the Quad four-person meeting pod by occupancy, so ventilation and seating are sized together.
Frequently asked questions
What acoustic standard should we specify for office pods?
ISO 23351-1 is the laboratory method designed for furniture ensembles and enclosures, and it gives a single speech level reduction figure. Ask suppliers for test reports to this method where available.
How much fresh air should a pod provide?
HSE says fresh air should not normally fall below 5 to 8 litres per second per person, and many guides recommend 10. Multiply by the pod’s maximum occupancy.
Do pods need fire classification data?
Yes. Ask for BS EN 13501-1 reaction-to-fire classifications for the main materials so your fire risk assessor can review them.
What documents should come with the pods?
Drawings, weights, electrical details, material classifications, assembly and care guides, and a spare parts list.
Conclusion
A good pod specification is short but complete: size, weight, acoustics, air, fire, power, access, finishes and documents. Send your floor plans and this checklist with a quote request, and our team will return the model data and drawings you need for review.
Sources
- ISO – ISO 23351-1:2020 Measurement of speech level reduction of furniture ensembles and enclosures (accessed October 2026)
- Health and Safety Executive – Using CO2 monitors (accessed October 2026)
- BSI – Get more from the European standard on fire classification of construction products (BS EN 13501-1) (accessed October 2026)
- Health and Safety Executive – HSG38 Lighting at work (accessed October 2026)
- Health and Safety Executive – INDG236 Maintaining portable electric equipment in low-risk environments (accessed October 2026)
- HM Government – Approved Document M Volume 2: buildings other than dwellings (accessed October 2026)