Establishing secure connection…Loading editor…Preparing document…

Color Selection Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

COLOR SELECTION FORM AND AGREEMENT

Parties

Recitals

WHEREAS, Client Name: seeks to procure finishes, coatings, and color selections for the project described herein (the "Project"); and

WHEREAS, Contractor Name: is engaged to provide color sample preparation, recommendations, and implementation services in accordance with the scope set forth below; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows.

Scope of Work

Contractor shall prepare, present, and, upon approval by Client, supply and/or apply the selected colors and finishes for the Project in conformity with the descriptions and codes below. Contractor's responsibilities include sample production, mock-ups, delivery of color data, coordination with installers, and documentation of approvals and change orders.

Color Selection Details (Provide one line per distinct finish)

1. Item Description:    Manufacturer:    Color Name:

Color Code:    Substrate:    Finish:

Sample Received Date:    Sample Type:

2. Item Description:    Manufacturer:

Color Name:    Color Code:

3. Item Description:    Manufacturer:

Color Name:    Color Code:

Approvals and Acceptance

By marking the boxes below, Client confirms the indicated decision related to supplied samples and authorizes Contractor to proceed as specified.

Approver Title:    Date of Approval:

Change Orders

All modifications to approved colors, finishes, or substrates after Client approval shall be executed only by written change order signed by both parties. Change orders shall state the scope change, cost adjustment, and schedule impact. Contractor shall not proceed with any work that materially alters the approved color selection without an executed change order.

Payment Terms

Client shall pay Contractor for color selection services and associated materials as set forth below. All amounts are exclusive of taxes unless otherwise stated.

Term and Termination

This Agreement commences on Start Date: and shall continue until End Date: unless earlier terminated as set forth below.

Either party may terminate for convenience upon giving written notice no less than Notice Period (days): days to the other party. Either party may terminate for material breach if the breaching party fails to cure within thirty (30) days after receipt of written notice specifying the breach.

Confidentiality

"Confidential Information" means non-public technical, commercial, financial and other information disclosed by one party to the other in connection with this Agreement, including color formulas, proprietary swatch files, mock-up photographs, and pricing. The receiving party shall: (i) hold Confidential Information in confidence; (ii) use it only to perform under this Agreement; and (iii) restrict disclosure to employees, contractors, or agents who have a need to know and who are bound by confidentiality obligations no less protective than these. Confidential Information does not include information that is publicly available through no breach by the receiving party, independently developed without reference to the disclosing party's Confidential Information, or rightfully obtained from a third party without restriction.

Upon termination or expiration, the receiving party shall promptly return or destroy all Confidential Information and certify such return or destruction upon request.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of: without regard to its conflicts of law principles. Venue for any dispute arising out of this Agreement shall be the courts located in the county selected by the parties in the governing state.

Entire Agreement

This Agreement, together with any exhibits and executed change orders, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, negotiations and communications, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both parties.

Remedies and Miscellaneous Provisions

Each party acknowledges that money damages may be an inadequate remedy for breach of confidentiality or unauthorized use of color formulas and that injunctive relief may be sought in addition to other remedies. If any provision of this Agreement is held unenforceable, the remainder shall remain in full force and effect. Headings are for convenience only and shall not affect interpretation.

Acknowledgment

The undersigned representatives warrant that they are authorized to bind their respective parties to this Agreement and that the information provided on this form is accurate to the best of their knowledge.

Client:

By:

Date:

Contractor:

By:

Date:

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What the Color Selection Form Is and When it’s Used

A Color Selection Form records agreed color, finish, or material choices for a project, order, or installation. It documents manufacturer names, SKU or color codes, sample approvals, and acceptance dates so parties share a clear specification. The form reduces ambiguity during procurement, fabrication, or construction and can be attached to contracts, purchase orders, or work orders when color choices affect cost, lead time, or warranty coverage.

Why a Clear Color Selection Form Matters

A precise Color Selection Form minimizes rework, protects against disputes, and creates an auditable record of approvals tied to project scope and cost.

Why a Clear Color Selection Form Matters

Who Typically Completes and Signs This Form

Project stakeholders complete color selection forms to confirm design decisions and procurement details before production or installation.

  • Designer confirms aesthetic and specification compliance.
  • Owner or client signs final approval for acceptance.
  • Contractor or supplier acknowledges availability and lead time.

Use this form where visual choices affect performance, warranty, cost, or regulatory compliance; routing commonly includes designer, owner, contractor, and supplier.

Primary Signers and Their Responsibilities

Project Manager

Oversees selections and verifies that chosen colors and finishes meet contract specifications, sequencing, and budget; maintains the completed form in project records and communicates lead times to procurement teams.

Owner / Client

Makes final aesthetic approvals and accepts associated costs or schedule impacts; signature confirms consent to proceed with ordered materials and authorizes supplier production or installation.

Key Parts of a Professional Color Selection Form

A robust form groups identification, choice details, source information, schedule, approvals, and signature evidence to make decisions traceable and enforceable.

Project ID

Unique project number, location, and client name to link selections to a contract or purchase order.

Item Description

Component or area being finished — e.g., cabinetry door, exterior siding, trim — with reference to drawing or specification.

Color / Code

Manufacturer name, product line, and exact color code or SKU to avoid ambiguity between similar shades.

Sample Approval

Record of physical or digital sample reviewed, including sample ID, approval date, and any conditional notes.

Schedule Impact

Lead time or delivery window associated with chosen color if longer or more costly than standard options.

Signatures

Date-stamped signatures from all required parties including any witness or notarization entries where contractually required.

Required Information Fields at a Glance

Client Name: Full legal name
Project Address: Street, city, state, ZIP
Manufacturer: Brand and product line
Color Code: Exact SKU or paint code
Approval Date: MM/DD/YYYY format
Signer: Printed name and signature

Step-by-Step: Completing and Circulating the Form

Follow a consistent order: identify the item, confirm the exact SKU, attach samples, collect signatures, then distribute copies to procurement and field teams.

  • 01
    Identify Item: Specify area or component and link to drawings.
  • 02
    Select Color: Record manufacturer and exact color code.
  • 03
    Approve Sample: Attach photo or sample ID and note approval status.
  • 04
    Sign & Distribute: Collect signatures and send final copy to stakeholders.

How to Configure an Online Approval Workflow

Set up fields and routing to capture approvals in the right order and preserve an audit trail for each selection.

Field Configuration
Color Code Field Require exact SKU entry with validation
Sample Attachment Allow image upload and PDF attachment
Approver Order Set sequential signer order (designer → owner → supplier)
Audit Trail Enable timestamps and IP logging

Typical Digital Approval Flow for the Color Selection Form

A standard e-submission sequence reduces turnaround time: sender configures the form, the approver receives a secure link, then signs and the system archives the record.

  • Upload Document: Sender uploads the form and attachments
  • Place Fields: Add color fields, attachment spots, and signature blocks
  • Send to Approvers: Route in the set signing order
  • Archive Record: Store signed copy and audit trail

Delivery Options and Technical Considerations

Choose delivery channels that match signer access and authentication needs: email link, SMS code, or in-person tablet signing.

  • File Formats: PDF, DOCX, JPG accepted
  • Authentication: Email link or SMS code
  • Integrations: Connects to common PM and storage tools

Typical Timing and Approval Deadlines

Define clear internal deadlines for sample review and final sign-off so production waits are minimized and schedule impacts are documented.

Sample Review Window:

7 business days to confirm or request revision

Final Approval:

Sign within 5 business days after sample acceptance

Supplier Lead Time:

Varies by SKU; note manufacturer lead time

Reorder Authorization:

Specify approval timeframe for change orders

Record Retention:

Store final form until project closeout

Key Project Milestones for Color Approval

Track selection milestones so procurement and installation remain coordinated with the project schedule.

01

Sample Submission

Supplier provides physical or digital sample for review.

02

Designer Review

Designer confirms compliance with specifications and aesthetics.

03

Owner Approval

Owner signs to confirm final acceptance and cost responsibility.

04

Procurement Order

Procurement issues order and confirms lead time with supplier.

Common Mistakes to Avoid

  • Using informal color descriptions like 'blue' or 'beige' instead of exact manufacturer SKU causing mismatches during production.
  • Failing to attach a sample or swatch photo, which leads to disputes over the intended finish and potential rework.
  • Not recording approval dates or who approved, making it difficult to assign responsibility for out-of-spec installations.
  • Routing signatures in the wrong order and missing critical approvals from designers or owners before ordering.

Risks and Consequences of an Incorrect or Missing Form

Rework Costs: Additional material and labor
Schedule Delays: Project completion impacted
Warranty Issues: Voided by improper finishes
Payment Disputes: Invoicing disagreements
Supplier Charges: Restocking or rush fees
Contract Claims: Potential breach or litigation

Typical eSignature Pricing and Feature Comparison

Core pricing and capabilities vary by vendor; signNow is listed first for direct comparison of starting price, trial availability, bulk send, audit trail, HIPAA support, and envelope caps.

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 vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

How a Color Selection Form Differs from Related Documents

Compare the form's purpose and legal weight against change orders and purchase orders to select the correct instrument for approvals.

Criteria Color Selection Form Change Order
Primary Purpose document color choices modify contract scope
Cost Impact may affect unit cost often adjusts contract price
Legal Weight approval record contract amendment
Typical Attachment attached to po or spec attached to contract

Practical Tips for Accurate and Efficient Completion

Consistent formats, early routing, and clear ties to contract terms reduce disputes and speed procurement; adopt version control and centralized storage.

Use Exact SKUs and Images
Record manufacturer, product line, and SKU, and attach a high-resolution sample photo. This reduces interpretation errors and ensures procurement orders match the approved sample.
Set Clear Approval Deadlines
Define and communicate a concrete review window (for example, seven business days) to prevent production holds and clarify responsibility for expedited fees.
Preserve an Audit Trail
Capture timestamps, IP addresses, and signer identities for each approval step to support dispute resolution and to meet internal compliance requirements.
Integrate with Procurement Systems
Link the completed form to purchase orders and inventory systems to automate order creation and reduce manual data entry errors.

Real-World Usage Examples

Below are two brief case arcs showing how digital approvals for color selections are used in practice.

Martin Properties — Tenant Finishes

Project manager used online color approvals to avoid on-site meetings

  • Reduced turnaround by enabling remote sign-off
  • "I can process and execute all of these documents online with 100% compliance and built-in security."

Xerox — Supplier Coordination

Operations team centralized SKU approvals across vendors

  • Ensured consistent production batches
  • "Provides flexibility to get the right signatures on the right documents, in the right formats."

Frequently Asked Questions

Answers to common questions about completing, signing, and storing Color Selection Forms in digital workflows.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.