Can this form be signed electronically?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act and most state UETA laws when intent, consent, attribution, and record retention are met. Ensure consumer-facing disclosures are provided where required.

Do color approvals require notarization?

Typically no. Notarization is only needed if the selection is attached to a legal affidavit or a document that state law requires to be notarized. Check contract clauses and state rules before adding a notary step.

What happens if the delivered color does not match?

Document the discrepancy with photos and compare SKUs and sample approvals. Disputes are resolved using the signed approval record; costs for rework or replacement may be assigned per contract terms.

How should samples be attached or referenced?

Attach high-resolution images or sample IDs and include physical sample tracking numbers. Note lighting conditions and sample numbers to improve reproducibility during ordering and installation.

Can I change the selection after signing?

Changes require a new signed form or an addendum signed by the same authorized parties. Record change date and who approved it to preserve an accurate audit trail and avoid order errors.

How long should I keep the completed form?

Retain the signed form for the life of the contract plus recommended retention periods: at least 3 years for tax records and longer when required by industry-specific rules or warranty obligations.

Electronic Signature
Templates
Miscellaneous
Color Selection Request Form

Color Selection Request Form

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

COLOR SELECTION REQUEST FORM

Project Information

Project Name Project Address

Client Name

Supplier / Manufacturer

Client Contact

Request Date

Location / Site Contact

Recitals

WHEREAS the Client named above has commissioned the Project and requires definitive selections for exterior and/or interior color systems for the Project; and

WHEREAS the Supplier / Manufacturer is engaged to provide color samples, technical data, and supply the specified finishes and is authorized to submit samples and proposals for approval by the Client; and

WHEREAS the parties desire to document the requested color selections, associated conditions, payment obligations, and acceptance protocol in this Color Selection Request Form, which will govern selection and approval of sample materials for the Project.

Scope of Work

The Supplier shall prepare, deliver and, if applicable, apply the color samples and associated technical documentation described below. The work shall be performed in accordance with the Project schedule and specifications. Details and limitations of the requested services are described in the field below.

Color Selection Details

Provide each requested sample unit below. Attach physical samples or indicate digital sample references. Accepted samples will be recorded and become the standard for production and procurement.

Sample 1

Physical sample attached Photo attached Client approved

Sample 2

Physical sample attached Photo attached Client approved

Sample 3

Physical sample attached Photo attached Client approved

Sample Delivery & Approval

Samples shall be delivered to the site or other mutually agreed location. Approval or rejection of each sample shall be recorded in writing. Approval of a sample is limited to color and finish appearance as viewed under representative lighting; final appearance on production material may vary and will be subject to the Supplier's standard tolerances unless otherwise stated in writing.

Sample Delivery Date

Delivery Location

Client approval required in writing Supplier to retain approved samples for reference

Payment Terms

The Client shall pay the Supplier the amounts specified below for sample preparation, delivery, and any additional services related to color development. Unless otherwise agreed in writing, payment is due in accordance with the schedule set forth.

Total Sample Fee

Deposit Amount

Balance Due

Payment Schedule / Terms

Late payments shall bear interest at the rate of or a flat late fee of per invoice, whichever is greater, commencing ten (10) days after the invoice due date.

Term and Termination

This Color Selection Request shall commence on and shall expire on unless earlier terminated in accordance with this section.

Either party may terminate this request for convenience upon written notice delivered at least days prior to the effective termination date. Termination for cause shall be permitted upon material breach that remains uncured for a period of thirty (30) days after written notice of breach.

Confidentiality

All non-public information exchanged between the parties in connection with this Color Selection Request, including sample specifications, proprietary color formulas, and testing data, shall be treated as confidential and shall not be disclosed to third parties without the prior written consent of the disclosing party, except as required by law. Confidential information shall be used solely for the purposes of performing obligations under this Request.

Warranties and Limitations

The Supplier represents that samples will be prepared consistent with industry standards. Except as expressly set forth in writing, the Supplier makes no other warranties, express or implied, including warranties of merchantability or fitness for a particular purpose. Color appearance on final production materials is subject to normal manufacturing tolerances and substrate variation; exact replication of a sample is not guaranteed unless expressly warranted in writing.

Governing Law

This Color Selection Request Form shall be governed by and construed in accordance with the laws of the state of without regard to principles of conflicts of law.

Entire Agreement

This document, together with any attachments and approved sample records, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, representations, and agreements, whether written or oral. Any amendment or waiver must be in writing and signed by duly authorized representatives of both parties.

Acknowledgment and Certification

By signing below, each party certifies that it has authority to enter into this Color Selection Request Form, that the information provided on this form is true and correct to the best of its knowledge, and that approvals recorded herein shall be used as the basis for procurement and production unless modified by mutual written agreement.

Client:

By:

Date:

Supplier / Manufacturer:

By:

Date:

What the Color Selection Request Form Is

The Color Selection Request Form is a standardized document used to record a customer's or project's color choices, sample approvals, and related specifications for finishes, paints, or materials. It captures product codes, manufacturer names, gloss levels, sample acceptance, and installation locations so procurement, production, and installation teams have a single authoritative record to follow.

Why this Form Matters for Project Accuracy

Using a formal Color Selection Request Form reduces rework, prevents supply mismatches, and documents acceptance for billing and warranty purposes. It creates a clear audit trail linking decisions to parties and dates, which minimizes disputes during procurement and installation.

Who typically completes and signs this form

The form is completed by project stakeholders who select finishes or approve samples, then routed to procurement and installers for fulfillment.

Designers and architects who specify finishes and record product codes for procurement.
Project managers and general contractors who confirm acceptance and schedule ordering.
Owners or facilities managers who approve final samples and accept delivered materials.

Clear role separation on the form prevents conflicting approvals and speeds downstream ordering and installation.

Essential components to include on a professional form

A complete Color Selection Request Form pairs precise identifiers with acceptance fields so teams can order, verify, and install the exact materials specified.

Project ID

Unique project or job number linked to procurement and work orders, ensuring the selected color is ordered for the correct scope and location.

Location

Clear room or area identifier and elevation/section references so installers know where the color applies and so samples can be matched on site.

Manufacturer

Manufacturer name and product line to avoid substitutes; include finish series and any proprietary color codes for exact matching.

Color Code

Exact color identifier (e.g., RAL, Pantone, paint manufacturer SKU) plus finish level such as matte, satin, or gloss for accurate ordering.

Sample Status

Field to capture sample date, who approved it, and whether approval is conditional or final to prevent unauthorized substitutions.

Signatures

Designated signature blocks for the requestor, approver, and contractor with dates to create an audit trail for acceptance and responsibility.

Step-by-step: completing and routing the form

Follow these sequential steps to capture approvals and route the form to procurement and installers.

01

Select Color: Choose exact color code and finish.
02

Create Entry: Complete project and location fields.
03

Attach Sample: Include photo or physical sample reference.
04

Approve & Sign: Authorized party signs and dates.

How to configure an online approval workflow

When using a digital form, configure routing, required fields, and notifications to reduce delays and missing information.

Field	Configuration
Required Fields	Project ID, Color Code, Approver Signature
Routing	Send to designer then owner then procurement sequentially
Notifications	Email reminders at 48 and 24 hours before deadline
Attachments	Allow image and PDF upload for physical sample proof

Typical submission and approval flow

This is a common sender-to-signer flow used for electronic Color Selection Request Forms.

Sender Uploads: Upload form and attach sample images.
Place Fields: Add signature, date, and choice fields.
Route to Signers: Assign approver emails and order.
Capture Audit Trail: Record timestamps, IP, and actions.

Digital delivery and integration considerations

Choose a platform that supports the file formats and integrations your team uses to avoid manual transfers.

File Types: PDF, DOCX, and high-resolution images
Integrations: CRM, procurement, and cloud storage
Authentication: Email/SMS or stronger signer verification

Verify the vendor supports audit trails and export formats required by your recordkeeping policy before implementing an e-submission workflow.

Typical timelines and approval deadlines

Establish clear deadlines on the form so ordering, production, and installation align with project milestones.

Sample Request Deadline:

Enter date by which physical or digital samples must be submitted.

Final Approval Date:

Date when owner or designer must approve to avoid production delays.

Order Placement:

Procurement places order after final approval; include lead time.

Expected Delivery:

Provide estimated delivery date to installers.

Installation Window:

Scheduled install dates that depend on material arrival.

Common mistakes that cause delays or rework

Using informal names instead of exact manufacturer color codes, which leads to incorrect orders and costly rework.
Omitting where the color applies (room or elevation) so materials are delivered to the wrong location or installed incorrectly.
Approving samples without recording who approved and when, creating disputes about responsibility for mismatched finishes.
Failing to capture finish level (matte, satin, gloss) which can change appearance despite correct color code and cause customer dissatisfaction.

Potential consequences of incorrect or incomplete forms

Rework Costs: Labor and materials replaced

Project Delays: Schedule slippage and penalties

Warranty Issues: Manufacturer warranty may be voided

Payment Disputes: Invoices may be withheld

Safety Risk: Non-compliant coatings risk safety

Contract Breach: Potential legal exposure

eSignature vendor comparison for submitting and approving the form

Comparing vendor pricing and key capabilities can help you choose a platform for electronic approvals; signNow is listed first per vendor-format standards.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Color Selection Request Form

Answers to common questions about completing, approving, and preserving the form for procurement and warranty purposes.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act and most state UETA laws when intent, consent, attribution, and record retention are met. Ensure consumer-facing disclosures are provided where required.
Do color approvals require notarization?
Typically no. Notarization is only needed if the selection is attached to a legal affidavit or a document that state law requires to be notarized. Check contract clauses and state rules before adding a notary step.
What happens if the delivered color does not match?
Document the discrepancy with photos and compare SKUs and sample approvals. Disputes are resolved using the signed approval record; costs for rework or replacement may be assigned per contract terms.
How should samples be attached or referenced?
Attach high-resolution images or sample IDs and include physical sample tracking numbers. Note lighting conditions and sample numbers to improve reproducibility during ordering and installation.
Can I change the selection after signing?
Changes require a new signed form or an addendum signed by the same authorized parties. Record change date and who approved it to preserve an accurate audit trail and avoid order errors.
How long should I keep the completed form?
Retain the signed form for the life of the contract plus recommended retention periods: at least 3 years for tax records and longer when required by industry-specific rules or warranty obligations.

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