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Door Selection Document

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DOOR SELECTION DOCUMENT

This Door Selection Document (the Agreement) is entered into between the parties identified below as of the Effective Date. Client Name: Contractor Name:

WHEREAS

WHEREAS, Client has engaged Contractor to supply and install doors and related hardware at the project premises located at:

WHEREAS, the parties intend for this document to set forth the specific selections, allowances, delivery and payment provisions, and binding terms governing the doors and associated services described below.

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

SCOPE OF WORK

Specific exclusions (materials or services not included):

DOOR SCHEDULE

Complete the door schedule below. For additional doors, attach a separate sheet that follows this format.

No. Location Door Type / Material Dimensions (W x H) Finish / Color Hardware Set
1
2
3
4
5
6

ADDITIONAL OPTIONS & SPECIFICATIONS

Hardware finish selections (check all that apply):

Fire-rating required: If yes, rating:

Door swing direction: Threshold type:

PAYMENT TERMS

Late payment fee: Final payment due within days of completion/acceptance.

Allowance for client-requested upgrades beyond selections: . Upgrades accepted after sign-off will be treated as change orders and billed separately.

LEAD TIME AND DELIVERY

Estimated manufacturing lead time: Delivery location and conditions:

TERM AND TERMINATION

Commencement date: Day Month Year

Anticipated completion date: Day Month Year

Either party may terminate this Agreement for cause if the other party materially breaches and fails to cure within days after written notice. Termination for convenience by Client requires days' written notice and payment for work performed and commitments made prior to termination.

CONFIDENTIALITY

Each party shall keep confidential all proprietary information disclosed by the other party in connection with this Agreement, including but not limited to pricing, product specifications, shop drawings, and trade information (Confidential Information). Confidential Information shall not include information that: (i) is or becomes generally available to the public other than by breach of this Agreement; (ii) was known to the receiving party prior to disclosure; or (iii) is independently developed by the receiving party without use of the disclosing party's Confidential Information. The obligations of confidentiality shall continue for a period of three (3) years following termination or expiration of this Agreement.

WARRANTY AND ACCEPTANCE

Contractor warrants that supplied doors and hardware will conform to the specifications set forth herein and will be free from defects in materials and workmanship for a period of from acceptance. Final acceptance of each installed door shall occur upon written confirmation by Client or failure to provide written rejection specifying defects within days after installation.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles.

ENTIRE AGREEMENT

This document, together with any attached schedules and accepted change orders, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior discussions, proposals, and agreements. No amendment shall be effective unless in writing and signed by both parties.

ACKNOWLEDGMENTS

Client acknowledges that selections made on this document are final for purposes of ordering and manufacturing. Any subsequent changes requested by Client may be subject to additional costs, extended lead times, and non-refundable supplier charges. Client accepts responsibility for verifying sizes, swing direction, and field conditions prior to installation.

Client:

By:

Date:

Contractor:

By:

Date:

Enter text✕

What the Door Selection Document Is and when it’s used

A Door Selection Document is a specification and approval record that captures the technical choices, model numbers, finish, hardware, fire-rating, frame details, and installation notes for doors used in a building project. It documents requirements for procurement, code compliance, and warranty tracking, and creates a single source of truth for contractors, suppliers, architects, and facility managers to reduce ordering errors and align on acceptance criteria.

Why a clear Door Selection Document matters

A well-structured Door Selection Document reduces procurement errors, speeds ordering, and supports code compliance by recording exact specifications and approvals. It protects project schedules and reduces cost overruns by preventing reorders and on-site changes.

Why a clear Door Selection Document matters

Who typically completes and relies on this document

Typical participants range across the project team and supply chain; each has specific responsibilities for specification, review, or approval.

  • Project Manager: Coordinates approvals, confirms schedule alignment, and signs procurement-ready selections.
  • Architect/Specifier: Confirms code, finish, and hardware compatibility with design intent and building code.
  • Contractor/Installer: Verifies measurements, confirms installation method, and notes site conditions for ordering.

Use the document as an approval gate: selections must be signed and dated before orders are placed to limit change orders and delays.

Essential sections every professional Door Selection Document should include

Include structured fields that capture technical details, approvals, and delivery expectations so suppliers and installers have unambiguous instructions.

Door Type

Specify model name/number, core type (solid/flush/glazed), and silhouette. Include manufacturer and any alternative part numbers to avoid substitution errors.

Frame Material

Record frame type (steel, wood, aluminum), finish, anchoring method, and tolerances. Note special finishes or corrosion-resistant treatments when required.

Fire Rating

State required hourly fire rating and listing reference, plus label location and any required smoke or positive-pressure ratings for compliance.

Hardware

List locksets, closers, hinges, thresholds, gasketing, and ADA hardware. Include finish, handing, strike types, and manufacturer part numbers.

Finish & Accessories

Record paint or stain codes, glazing type and size, vision panel details, and any signage or protection film required during construction.

Installation Notes

Provide site-specific instructions: rough opening size, tolerances, waterproofing, flashing details, and required on-site adjustments or field cuts.

Step-by-step: completing a Door Selection Document

Follow these sequential steps to ensure the document is complete, approved, and ready for procurement.

  • 01
    Gather references: Collect drawings, schedules, and code requirements.
  • 02
    Fill specification: Enter model, materials, fire rating, and hardware.
  • 03
    Review and verify: Cross-check with architect and installer.
  • 04
    Approve and date: Obtain signatures before ordering.

Recommended digital workflow settings for online completion

Configure fields and approval routing to match project roles so selections follow an auditable path from spec to order.

Field Configuration
Required Fields Door ID | Model | Dimensions | Approver
Signers Order Specifier → Contractor → Project Manager
Authentication Email + SMS OTP for external approvers
Retention Store completed PDF + audit trail for project records

Where the completed Door Selection Document goes next

Routing should reflect procurement and compliance needs so orders and records are delivered to the right systems and people.

  • Procurement: Sent to purchasing for order creation and vendor selection.
  • Contractor: Provided to installer for site verification and staging.
  • Project Record: Archived in project folder for warranty and QA tracking.
  • Manufacturer: Shared with supplier for order confirmation and lead time

Digital delivery and platform requirements

Use a platform that supports PDF/DOCX import, fillable fields, audit trails, and role-based signing to preserve evidentiary value.

  • File Types: PDF, DOCX, and XLSX supported
  • Integrations: Connects with Procore, NetSuite, and Google Drive
  • Authentication: Email, SMS OTP, or SSO available

Ensure the chosen platform produces a tamper-evident signed PDF with an audit trail and stores records per your retention policy for future claims or warranty validation.

Typical timelines and lead times to track

Establish clear date fields in the document so procurement and installation timelines align with construction milestones.

Specification Finalization Date:

Date by which selections must be approved.

Procurement Cutoff:

Final date to place orders to meet delivery windows.

Manufacturer Lead Time:

Supplier-provided lead time for custom doors.

Installation Window:

Scheduled on-site installation dates.

Warranty Activation Date:

Date warranty begins, often date of substantial completion.

Key project milestones for door selection

Track these numbered stages from specification to final acceptance to reduce rework and schedule impacts.

01

1 — Specification Complete

All door specs and approvals finalized.

02

2 — Order Placed

Purchase order issued to manufacturer or supplier.

03

3 — Delivery Received

Vendor delivery verified against stated specs.

04

4 — Final Acceptance

Installer sign-off and warranty paperwork completed.

Common mistakes to avoid when preparing this document

  • Using ambiguous model names or generic descriptions that allow vendor substitution without approval, resulting in incorrect deliveries and rework.
  • Failing to record the correct handing, swing direction, or threshold details, which can render pre-ordered doors unusable on arrival.
  • Omitting code or fire-rating evidence and testing references, which delays inspections and may require retrofit replacements.
  • Not including installation tolerances and anchorage details, causing on-site modifications that add cost and time.

Risks and contractual consequences of an incorrect Door Selection Document

Delayed Delivery: Increases schedule exposure
Noncompliant Fire Rating: Fails inspection
Wrong Measurements: Requires reorders
Cost Overrun: Triggers change orders
Warranty Void: Manufacturer may deny coverage
Safety Violation: May create occupancy issues

Security and compliance considerations for electronic documents

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Authentication: Email OTP, SMS, and SSO options
Audit Trail: Timestamps, IP, and action logs
ESIGN / UETA: Legal framework for enforceability
HIPAA (BAA): Available when health data present
ISO / SOC: ISO 27001 and SOC 2 Type II certified

eSignature pricing comparison for document signing and approvals

Compare base pricing and core features relevant to high-volume procurement and approval workflows. signNow is listed first for direct comparison.

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 No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Representative examples of digital approvals in practice

Real customers show how online approvals reduce cycle time and support complex integrations for procurement and records.

Martin Properties — Tim Martin

Their team processed and executed selection documents online to maintain schedule alignment and compliance.

  • Reduced on-site corrections by standardizing selections across properties.
  • Resulted in consistent order accuracy and traceable approvals across mobile and desktop workflows, improving turnaround for multi-site renovations.

Xerox — Kodi-Marie Evans

Integration with enterprise systems allowed automated transfer of approved specifications into procurement.

  • Signatures and metadata flowed into NetSuite.
  • This eliminated manual rekeying, reduced order errors, and enabled centralized auditability for vendor management.

Practical tips for accurate and efficient completion

Adopt consistent conventions and verification steps to minimize errors and downstream delays.

Use standardized codes
Adopt manufacturer model numbers and finish codes from approved spec books to avoid ambiguous descriptions and substitutions.
Require staged approvals
Route selections sequentially: specifier, installer, project manager to ensure fit-for-purpose choices before ordering.
Attach supporting files
Include manufacturer's cut sheets, testing certificates, and glazing details to validate compliance at the time of order.
Record change history
Log any specification revisions with signer, date, and reason to support claims and warranty coverage later.

Frequently asked questions about eSigning and managing Door Selection Documents

Answers address common legal, technical, and process questions encountered when digitizing and approving selection documents.


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