What if quantities change?

Update the list immediately, annotate the reason for the change, and circulate a revised version to procurement and site teams to avoid mismatches between ordered and installed quantities.

Is a notary required for submittals?

Not usually required for normal procurement documents, but notarization may be necessary if the list is attached to a sworn statement or a legal affidavit; check project contract and state rules.

Can the list be signed electronically?

Yes. Electronic signatures meet ESIGN and UETA standards for most commercial agreements; ensure consumer-facing or regulated transactions include required disclosures.

How do I handle manufacturer substitutions?

Document allowed alternates in the list, secure prior approval from the architect or owner, and update submittals to reflect any approved substitution before ordering.

What if a product is backordered?

Record backorder details, expected ship dates, and approved alternatives; notify the schedule owner to assess potential impacts and mitigate delays.

How long should I retain the list?

Keep materials lists for the project life plus at least three years; follow IRS, HIPAA, or industry retention rules where applicable and verify state variations.

Floor Materials List

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

FLOOR MATERIALS LIST

Property Identification

Property Address Parcel / APN Legal Description

Parties

Owner / Client Name Owner Contact Information Contractor / Supplier Name Contractor Contact & License

Effective Date and Scope

Effective Date: . This Floor Materials List describes materials to be supplied and installed at the property identified above and specifies quantities, brands, colors, warranties, and installation requirements. All materials and installation shall comply with applicable building codes and the specifications below.

Floor Material Items

Use separate line for each distinct material and room or indicate N/A if not applicable.

Room / Area

Material Type

Manufacturer / Brand

Color / Series

SKU / Product Code

Qty (sq ft)

Unit Price

Total Price

Additional Materials or Notes

Removal, Substrate and Compatibility

Removal of existing flooring required: Yes No

Salvage and disposal: Salvage items to be retained by Owner:

Substrate preparations and moisture mitigation required (specify):

Compliance, Warranties & Approvals

Materials shall comply with manufacturer's published specifications and applicable code requirements. Contractor warrants materials and installation to be free from defects for a period of years from date of final acceptance.

Owner approval required for any substitution of manufacturer, finish, or color. Substituted materials must be equal or superior in performance and appearance and require written approval signed by Owner.

Lead / Asbestos / Hazardous Materials Disclosure

Contractor represents that to the best of its knowledge materials supplied under this list do not contain hazardous quantities of regulated substances. If hazardous materials are discovered, Contractor shall immediately stop work in the affected area, notify Owner, and await Owner's instructions regarding abatement. Affected work will be handled per applicable laws and industry standards.

Delivery, Storage & Inspection

Delivery schedule: Materials to be delivered by and stored on-site in dry, protected conditions. Contractor shall provide delivery notices at least days prior to delivery.

Inspection: Owner or Owner's representative shall inspect materials on delivery. Materials rejected for nonconformance will be replaced at Contractor's expense within a commercially reasonable time.

Changes, Substitutions & Pricing Adjustments

Any change to this Floor Materials List, including substitutions, quantity adjustments, or additional materials, requires a written change order signed by both Owner and Contractor setting forth price and schedule adjustments. Contractor shall not make material substitutions without prior written consent.

Default; Remedies; Limitation of Liability

If Contractor fails to deliver conforming materials or to correct nonconforming work within a reasonable time after notice, Owner may procure replacement materials or correct the work and deduct reasonable costs from amounts due to Contractor. Except for willful misconduct or gross negligence, Contractor's liability for direct damages is limited to the total amount paid for the affected materials; consequential damages are excluded.

Governing Law; Entire Agreement

This Floor Materials List shall be governed by the laws of the jurisdiction in which the property is located. This document, together with any referenced purchase order or contract between the parties, constitutes the entire agreement with respect to the materials listed herein and supersedes any prior written or oral representations with respect to such materials.

Certifications and Acknowledgments

By signing below, Owner and Contractor certify that the information in this Floor Materials List is accurate to the best of their knowledge, that materials listed will be supplied as described, and that execution of this document constitutes acknowledgement and acceptance of the terms and conditions herein.

Owner:

By:

Date:

Contractor:

By:

Date:

What a Floor Materials List Includes and Why It Matters

A Floor Materials List is a structured inventory used to document all materials, finishes, and quantities needed for a flooring scope on a construction, renovation, or facilities project. It lists product names, manufacturers, colors, finishes, dimensions, estimated quantities, and delivery or lead-time notes. The list supports procurement, cost estimating, submittals, and coordination with contractors, architects, and suppliers to reduce ordering errors, align expectations, and simplify installation sequencing for accurate billing and quality control.

Key Advantages of a Clear Floor Materials List

A well-prepared Floor Materials List reduces ordering mistakes, speeds procurement, and clarifies responsibilities across teams. It provides a single source of truth for finish selections, vendor quotes, and delivery timing to minimize delays and rework.

Who Creates and Relies on a Floor Materials List

Timely sharing and accurate completion reduce disputes and help maintain schedule and budget visibility for all parties.

Project managers coordinating deliveries and installation schedules across trades.
Purchasing agents who convert quantities into purchase orders and vendor quotes.
Site supervisors and installers who need clear product and finish specifications.

Essential Elements of a Professional Floor Materials List

A professional list organizes items so procurement, estimating, and installation teams can act without clarification. Include product IDs, finish descriptions, quantities, unit measures, supplier contact, and delivery notes.

Item Code

Unique manufacturer or project code to avoid ambiguity during ordering and invoice reconciliation.

Description

Concise product description including color, finish, and any pattern information to ensure installer accuracy.

Unit & Quantity

Specify units (sq ft, each, lineal ft) and exact quantities to match purchase order and reduce waste.

Manufacturer

Name and model number, including alternate options if primary items are on backorder.

Lead Time

Supplier lead time and delivery window to align procurement with installation schedule.

Site Notes

Special instructions such as storage requirements, acclimation time, or handling constraints.

Required Data Fields for Accuracy

Item Name: Full product name

Manufacturer: Brand and model

Finish Code: Color or finish ID

Unit Measure: e.g., sq ft

Quantity: Numeric amount

Delivery Notes: Lead time or site instruction

How to Prepare a Floor Materials List, Step by Step

Follow a consistent sequence to gather specs, confirm quantities, and route approvals before issuing purchase orders.

01

Survey: Measure areas and record conditions.
02

Specify: Assign exact product and finish details.
03

Calculate: Apply units, waste factors, and totals.
04

Review & Approve: Get sign-off from architect/owner.

Configuring an Online Workflow for the List

Set up a repeatable digital workflow to collect approvals, route purchase orders, and attach submittals and delivery receipts.

Field	Configuration
Item Table Setup	Use a repeatable table field to capture multiple line items.
Approval Chain	Configure role-based approvers in project order.
Attachments	Allow vendor spec sheets and certificates to be uploaded.
Notifications	Enable email or SMS alerts for pending approvals.

Where to Send or File the Completed List

Ensure recipients and filing locations are clear so procurement and site teams can act immediately after approval and ordering.

Owner/Client: Send approved list for final sign-off and budget confirmation.
Architect: Share for verification against approved finishes schedule.
Procurement: Forward to purchasing to create POs.
Site Office: File on-site for installer reference and deliveries.

Digital Signing and Sharing Requirements

Confirm the provider supports secure storage, role-based access, and export formats required by your procurement and document retention policies.

File Formats: PDF, DOCX, or Excel supported
eSign: Timestamped electronic signatures
Integrations: Connects to procurement systems

Timing and Delivery Expectations for Materials

Track key scheduling dates to align procurement with project milestones and to avoid installation delays or storage issues.

Submittal Deadline:

Submit submittals within 14 days of award.

Order Lead Time:

Place orders per stated lead time to meet install dates.

Delivery Window:

Confirm arrival dates at least 7 days before install.

On-Site Acclimation:

Allow product acclimation time per manufacturer.

Change Order Cutoff:

Changes must be approved 10 days before ordering.

Key Project Milestones for Floor Materials

A simple milestone sequence helps stakeholders know when materials decisions, orders, and installations must occur to keep the project on track.

01

Design Freeze

Finish selections confirmed and locked for procurement.

02

Submittal Approval

Architect or owner approves product submittals.

03

Order Placement

Purchase orders issued to suppliers.

04

Delivery & Install

Materials received, inspected, and installed on schedule.

Common Errors to Avoid

Using ambiguous descriptions that lead to incorrect color or finish deliveries and on-site rework.
Mismatched units or incorrect waste allowances that produce shortages or excess material costs.
Not recording manufacturer model numbers, which complicates warranty or replacement claims.
Failing to track lead times, causing production delays and missed installation windows.

Consequences of an Incorrect or Incomplete List

Installation Delays: Schedules slip, increasing labor costs

Additional Costs: Rush orders and expedited shipping required

Warranty Issues: Wrong products may void manufacturer warranties

Payment Disputes: Owner or GC may withhold payment

Storage Problems: Excess material occupies site space

Compliance Risk: Incorrect documentation affects inspections

How a Floor Materials List Differs from Related Documents

Compare common document types to understand when to use a Floor Materials List versus other procurement or construction documents.

Document Type	Primary Purpose	Typical User
Floor Materials List	inventory and specs	project manager
Bill of Materials	component quantity detail	estimator
Material Submittal	manufacturer approval	architect
Purchase Order	contract to buy goods	purchasing agent

eSignature Vendor Pricing Comparison for Document Signing

Cost and feature differences matter when you need to sign, share, and store Floor Materials Lists electronically; signNow is listed first for 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	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical Examples and Real-World Use

These brief examples show how teams use a Floor Materials List to resolve procurement and installation issues efficiently.

Tim Martin — Martin Properties

A mid-size property manager used a consolidated materials list to coordinate multiple renovations across sites.

Quick reconciliation of vendor invoices reduced billing disputes.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Brian Fitzgibbons — Optica Ventures LLC

A small developer standardized lists for finish packages across projects.

Standardization sped up procurement cycles during peak seasons.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Frequently Asked Questions About the Floor Materials List

Answers to common issues encountered when preparing, approving, and distributing a Floor Materials List in construction and renovation projects.

Need help? Contact support

What if quantities change?
Update the list immediately, annotate the reason for the change, and circulate a revised version to procurement and site teams to avoid mismatches between ordered and installed quantities.
Is a notary required for submittals?
Not usually required for normal procurement documents, but notarization may be necessary if the list is attached to a sworn statement or a legal affidavit; check project contract and state rules.
Can the list be signed electronically?
Yes. Electronic signatures meet ESIGN and UETA standards for most commercial agreements; ensure consumer-facing or regulated transactions include required disclosures.
How do I handle manufacturer substitutions?
Document allowed alternates in the list, secure prior approval from the architect or owner, and update submittals to reflect any approved substitution before ordering.
What if a product is backordered?
Record backorder details, expected ship dates, and approved alternatives; notify the schedule owner to assess potential impacts and mitigate delays.
How long should I retain the list?
Keep materials lists for the project life plus at least three years; follow IRS, HIPAA, or industry retention rules where applicable and verify state variations.

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