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Building Door Specifications Form

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BUILDING DOOR SPECIFICATIONS FORM

Recitals

WHEREAS, Client Name: of Client Address: (the "Client")

WHEREAS, Contractor Name: of Contractor Address: (the "Contractor")

WHEREAS, the parties desire that the Contractor supply, fabricate and install doors and associated hardware and accessories in accordance with the specifications, schedule and terms set forth in this Agreement and the attached Door Schedule.

Project Identification

Scope of Work

The Contractor shall supply, fabricate and install doors, frames and hardware in strict accordance with this Form and any associated drawings. The general scope is summarized as follows; detailed door-by-door requirements are specified in the Door Schedule below.

Door Schedule (Attach additional pages as necessary)

Additional door entries may be attached as separate sheets bearing the same project name. Attachments included: Drawings , Product Data , Hardware Schedule

Payment Terms

Contract Sum: $ . Payment shall be made in accordance with the schedule below. Invoices are due within days of invoice receipt unless otherwise agreed in writing.

Late Payment: Unpaid amounts shall bear interest at the lesser of 1.5% per month or the maximum rate permitted by applicable law. Contractor may suspend work following ten (10) days' written notice for amounts more than days overdue.

Warranty and Acceptance

Contractor warrants that materials and workmanship shall be free from defects for a period of from date of substantial completion. Acceptance shall be governed by on-site inspection and a final punch-list; completion of punch-list items shall be performed within a reasonable time unless otherwise agreed.

Term and Termination

This Agreement shall commence on the Commencement Date: and shall continue until the Work is completed on or before End Date: unless earlier terminated as provided below.

Either party may terminate this Agreement for convenience upon written notice delivered at least days prior to termination. Termination for cause may be effected immediately upon written notice if the breaching party fails to cure a material breach within a commercially reasonable cure period not to exceed thirty (30) days after receipt of written notice.

Confidentiality

Each party agrees to hold confidential and not disclose to third parties any technical, financial or proprietary information obtained from the other party in connection with this Agreement, except information that is (a) already publicly known through no fault of the receiving party, (b) rightfully received from a third party without restriction, or (c) required to be disclosed by law or court order (in which case the receiving party shall provide prompt notice to the disclosing party where permitted). Confidential information shall be used solely for performance under this Agreement.

Liability and Insurance

Contractor shall maintain commercial general liability insurance, workers' compensation and automobile liability insurance in amounts customary for this type of work. Contractor shall be responsible for loss or damage to the Work prior to final acceptance, except to the extent caused by Client or other contractors employed by Client. Neither party shall be liable for consequential or punitive damages except for willful misconduct or gross negligence.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of law principles. Venue for any dispute arising under this Agreement shall lie in the courts located in that state.

Entire Agreement

This document, together with any attachments, drawings and schedules expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior oral and written agreements. Any modification must be in writing and signed by authorized representatives of both parties.

Certifications and Acknowledgments

The undersigned certify that they are authorized to execute this Agreement on behalf of their respective parties, that the information and specifications contained herein are true and accurate to the best of their knowledge, and that they will comply with all applicable codes and regulations in performing the Work.

Client:

By:

Date:

Contractor:

By:

Date:

Enter text✕

What the Building Door Specifications Form Is and When It’s Used

A Building Door Specifications Form documents the technical, dimensional, material, hardware, fire-rating, and installation requirements for doors used in a building project. It standardizes vendor submittals, procurement orders, and installation checklists so architects, contractors, fabricators, and facility managers can confirm conformity with project drawings, code requirements, and warranty conditions before purchase or installation. The form typically accompanies shop drawings, product data sheets, and permit submissions and is used during bidding, procurement, and final inspection stages to reduce ambiguity and substitutions.

Why a Structured Door Specification Form Matters

A complete form reduces specification gaps, lowers rework risk, and helps ensure code compliance and consistent procurement. Clear, standardized fields speed vendor comparisons and support traceable approvals for audits, warranties, and occupancy inspections.

Why a Structured Door Specification Form Matters

Who Typically Prepares and Uses This Form

Use this form to align procurement, installation, inspection, and maintenance across stakeholders.

  • Architects and specifiers who define performance criteria, finish, and fire-rating for design compliance and bidding.
  • Contractors and subcontractors who order, install, and QA doors against the documented specifications on-site.
  • Facility managers and owners who accept deliverables, confirm warranty coverage, and keep records for maintenance.

Primary Signers and Approvers

Project Architect

A licensed architect or their delegate who approves performance attributes, finishes, and compliance with building code requirements. Their signature confirms design intent and that the specified assemblies meet project standards.

Contractor Representative

General contractor or door subcontractor project manager responsible for procurement and installation. Their signature confirms that ordered products match the specification and that installation will follow manufacturer instructions and code conditions.

Essential Sections Every Professional Door Specification Form Should Include

A complete form groups technical and administrative data so reviewers can quickly verify compliance and procurement readiness.

Door Identification

Unique door number, location, and reference to drawing or room name so each door can be cross-referenced with plans and schedules during bidding and installation.

Dimensions & Type

Overall width, height, thickness, and door type (single, pair, sliding) with tolerance notes and required clearances for hardware and finishes.

Material & Finish

Primary material (steel, wood, aluminum, composite), finish description, and corrosion or fire resistance requirements, plus finish codes for procurement.

Fire & Smoke Rating

Required fire-resistance rating and smoke-control classification, listing tested assembly reference and certification source for code inspections.

Hardware & Accessories

Hinge type, closer, lockset, threshold, astragal, gasketing, and coordination points for electrified hardware or access control systems.

Installation & Notes

Mounting conditions, rough opening, anchorage, coordination notes with adjacent finishes, and special testing or field modification requirements.

Required Information Fields (at-a-glance)

Project ID: Project number
Door Tag: Door identifier
Location: Building name
Specification: Standard reference
Manufacturer: Vendor name
Approvals: Signatures/dates

Step-by-step: Filling and Approving the Form

Follow these sequential steps to ensure accurate completion, review, and approval before procurement and installation.

  • 01
    Identify Door: Locate tag and room on drawings.
  • 02
    Complete Specs: Enter dimensions, material, and ratings.
  • 03
    Attach Data: Add shop drawings and manufacturer data.
  • 04
    Review & Sign: Architect and contractor approve.

Configuring an Online Workflow for the Form

Map the form fields, approval order, and authentication levels before sending to vendors and approvers.

Field Configuration
Signature Order Architect → Contractor → Owner
Authentication Email link or SMS code
Attachments Allow PDF/DWG uploads
Notifications Email reminders and status updates

Where to Send or File the Completed Form

Determine the final routing so approvals, procurement, and inspections reference the same authoritative record.

  • Architect Archive: Project file or spec binder
  • Contractor Records: Procurement folder for purchase orders
  • Owner / FM: Operations maintenance records
  • Permit Package: Attach to permit submittal where required

Digital Submission and eSigning Considerations

Ensure the platform can export a tamper-evident signed PDF and retain a searchable audit trail for procurement and inspection records.

  • File Formats: PDF, DOCX, DWG supported
  • Integrations: Works with Procore, NetSuite, Google Workspace
  • Security: TLS in transit, AES-256 at rest

Typical Timelines and Turnaround Expectations

Plan approvals and procurement lead times into the project schedule to avoid delays in production and installation.

Design Submission Deadline:

Submit specs by design development milestone

Approval Turnaround:

Allow 5–10 business days for technical review

Lead Time for Fabrication:

Factory lead times often 2–8 weeks

On-site Installation:

Schedule after openings and finishes complete

Inspection / Closeout:

Coordinate final inspection window

Key Project Milestones for Door Specifications

Sequence the specification, approval, procurement, and inspection milestones so responsibilities and timing are clear.

01

Specification Issued

Document finalized and distributed to bidders.

02

Submittal Review

Architect/engineer reviews and returns comments.

03

Purchase Order

Contractor issues order after approvals.

04

Final Inspection

Inspector verifies installed product matches spec.

Common Mistakes to Avoid

  • Omitting fire-rating or referencing an untested assembly, which can fail code inspections and delay occupancy.
  • Using vague finish or material descriptions that allow substitutions incompatible with adjacent finishes or warranty requirements.
  • Failing to attach manufacturer data or shop drawings, causing fabrication errors and site rework.
  • Not specifying hardware coordination for electrified locks or thresholds, which leads to incompatible components at installation.

Risks and Consequences of Incorrect Specifications

Code Noncompliance: Fail inspection
Project Delay: Fabrication or rework delays
Increased Cost: Change orders and expedited freight
Warranty Void: Manufacturer denies coverage
Safety Violations: Compromised egress or fire control
Legal Liability: Claims for defects or injury

Comparison: eSignature Options for Digital Submission and Approval

A basic feature and pricing comparison to help evaluate eSignature vendors for electronic completion and approval of specification forms.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

How to Save, Export, and Archive the Completed Form

Choose formats and archive practices that preserve signatures, attachments, and the audit trail for future reference and compliance.

Signed PDF

Export a tamper-evident PDF that embeds the audit trail and visible signature(s) for permit submissions and recordkeeping.

Editable DOCX

Keep a DOCX master for revisions and version control, but do not use it as the archival signed record.

DWG / Shop Files

Attach CAD/DWG shop drawings as separate files to preserve fabrication details linked to the specification record.

Long-term Archive

Store signed records in a secure, access-controlled archive with retention metadata to meet regulatory and warranty timelines.

Frequently Asked Questions

Answers to common questions about eSigning, authentication, corrections, and recordkeeping for the Building Door Specifications Form.


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