Can this document be signed electronically?

Yes. Electronic signatures are legally binding in the United States under the ESIGN Act (15 U.S.C. §7001) and UETA in adopted states provided intent, consent, attribution, and retention requirements are met.

Do I need a notary for approval?

Most flooring selections do not require notarization. Notarization is only necessary where a contract or local rule explicitly requires it or where a notary-backed affidavit is requested by a party.

What happens if the installed product differs?

Document deviations should be documented as a change order. Retain samples, approvals, and signed selections to support corrective action and any warranty claims.

How long should I keep the signed document?

Retain for the contract term plus a minimum of three years; extend retention to six years if healthcare records apply or if a longer warranty exists.

Which signers must approve the selection?

At minimum, obtain signoff from the designer (if applicable), owner or owner representative, and the contractor or installer to align expectations and warranty coverage.

Can I use remote notarization?

Remote Online Notarization is available in most states with varying rules; verify state RON availability and identity-proofing requirements before relying on remote notarization.

Electronic Signature
Templates
Miscellaneous
Flooring Selection Document

Flooring Selection Document

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

FLOORING SELECTION AGREEMENT

Parties and Effective Date

This Flooring Selection Agreement (the Agreement) is entered into by and between Client Name: with Address: and Contractor Name: with Address: .

Effective Date:

WHEREAS

WHEREAS, Client desires to select, purchase and authorize installation of flooring materials for specified premises identified above; and

WHEREAS, Contractor represents that it is duly qualified and experienced to supply and install flooring in accordance with the specifications, selections and standards set forth in this Agreement; and

WHEREAS, the parties desire to set forth in writing the selections, responsibilities, payment terms and other material terms governing the supply and installation of flooring.

Scope of Work

General Scope

The Contractor shall supply materials and perform installation in accordance with the material selections recorded below and the industry standards for workmanship. All materials must be new and fit for purpose; any variation requires prior written approval from Client.

Material Selections and Specifications

Select materials (check applicable types and complete specification fields):

Item 1

Include Material Type: Color/Finish:

Manufacturer: Grade/Series:

Quantity (sqft): Unit Price: Line Total:

Installation Method: Finish/Coating:

Item 2

Include Material Type: Color/Finish:

Manufacturer: Grade/Series:

Quantity (sqft): Unit Price: Line Total:

Underlayment / Subfloor Prep: Trim / Transitions:

Additional Items or Notes:

Payment Terms

Contract Price (Total) Deposit Deposit Due Date Balance and Payment Schedule Late Payment Fee

If any payment due under this Agreement is not received within days after the due date, Client shall pay a late fee of per month on the unpaid balance, calculated from the date payment was due until paid in full. Contractor may suspend work for nonpayment after providing written notice as set forth in Term and Termination.

Term and Termination

Contract Start Date: Anticipated Completion / End Date:

Either party may terminate this Agreement for material breach by the other party if such breach remains uncured for days after written notice specifying the nature of the breach. Upon termination not the fault of Contractor, Client shall pay for all work performed, materials procured, and reasonable demobilization costs. Contractor may suspend performance for Client's failure to pay amounts when due after providing seven (7) days' written notice.

Confidentiality

Each party shall maintain in confidence any proprietary or confidential information disclosed by the other party in connection with this Agreement, whether marked confidential or by its nature reasonably understood to be confidential (Confidential Information). Confidential Information shall not include information that (i) is or becomes publicly available through no breach of this Agreement, (ii) is rightfully received from a third party without restriction, or (iii) is independently developed without use of the disclosing party's Confidential Information. The receiving party shall use such information only to perform its obligations under this Agreement and shall return or destroy confidential materials upon termination or written request.

Warranties and Remedies

Contractor warrants that materials furnished shall be as specified and that workmanship shall conform to generally accepted trade standards for a period of from substantial completion. Remedies for breach of warranty shall be limited to repair or replacement of defective materials or re-performance of defective workmanship at Contractor's expense, provided Client notifies Contractor in writing within the warranty period.

Governing Law and Dispute Resolution

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. The parties shall first attempt in good faith to resolve disputes through negotiation. If unresolved, disputes shall be resolved by binding arbitration in the county or judicial district where the property is located, unless the parties mutually agree otherwise.

Entire Agreement

This Agreement, including all selections, schedules and written change orders executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, representations or agreements, whether written or oral. No modification of this Agreement shall be effective unless in writing and signed by both parties.

Acknowledgement

By signing below, the parties acknowledge that they have read, understood and agree to be bound by the terms and conditions of this Flooring Selection Agreement, including the selections and payment obligations set forth herein.

Client

Party Label:

By:

Date:

Contractor

Party Label:

By:

Date:

What the Flooring Selection Document Is and When It’s Used

A Flooring Selection Document is a standardized project record that captures material choices, quantities, installation methods, finish codes, warranty terms, and approval signoffs for one or more areas within a construction or renovation scope. It combines technical specifications with visual references (samples, color codes) and procurement details so installers, suppliers, owners, and project managers have a single authoritative source for ordering and installation. When completed and signed, the document reduces ambiguity, supports vendor quotations, and can be retained as part of the project contract file for warranty and warranty-transfer purposes.

Why a Structured Flooring Selection Document Matters

A clear Flooring Selection Document reduces errors and change orders, documents approvals for warranty and compliance, and standardizes communication between owner, designer, contractor, and supplier. It creates an auditable record of decisions when executed electronically and helps control schedule, cost, and quality.

Who Typically Prepares and Signs This Document

Proper routing ensures each stakeholder signs off in the correct order so procurement and installation proceed without delay.

General contractor or project manager responsible for coordinating materials and installation schedules.
Interior designer or architect specifying finishes, color codes, and performance requirements.
Property owner or facility manager approving final samples and budget implications.

Essential Parts of a Professional Flooring Selection Document

A professional document groups specification, quantity, logistics, approvals, cost, and warranty into discrete fields so teams can review, compare, and sign quickly without back-and-forth emails.

Project ID

Unique project identifier, job address, and client reference to tie the selection to the broader contract and purchase orders.

Area / Room

Clear area names or numbers (e.g., Suite 101, Lobby) with square footage and any subzone notes that affect material layout or waste factor.

Material Specification

Manufacturer, product name, SKU, material type (hardwood, LVT, carpet, tile), performance class, and required certifications.

Color / Finish Code

Exact color name and manufacturer finish code plus a photo or sample reference to avoid visual mismatches during installation.

Quantity & Layout

Net square footage, overage percentage, roll lengths or tile counts, and layout notes (direction, transition details, seam locations).

Approvals & Warranty

Signatures for owner, designer, and contractor; warranty period, start date, and any conditions that affect warranty coverage.

Step-by-Step: Completing the Flooring Selection Document

Follow these ordered steps to produce a complete, actionable selection ready for ordering and installation.

01

Gather measurements: Confirm accurate square footage and subzone dimensions.
02

Select materials: Choose product, SKU, color, and finish codes.
03

Approve samples: Get owner/designer signoff on physical or digital samples.
04

Finalize and sign: Route document for signatures and capture audit trail.

Configuring an Online Workflow for the Document

Set up routing, authentication, and export options so each completed selection flows directly into procurement and recordkeeping systems.

Field	Configuration
Notification	Email and SMS alerts to approvers
Approval Order	Designer → Owner → Contractor sequence
Authentication	Email link or SMS code for signer verification
Export Format	PDF/A and CSV export for procurement systems

Where to Send the Completed Document

A finalized document should be distributed to all parties involved in procurement, installation, and record retention.

Supplier: Send for quotation and order placement.
Installer: Provide layout instructions and start date.
Owner / Client: Deliver signed copy for records and approval.
Project File: Store final PDF in contract repository.

Digital Requirements and Supported Integrations

Use a platform that retains a searchable audit trail, supports export to procurement systems, and integrates with cloud storage to simplify long-term recordkeeping.

File Formats: PDF, DOCX, XLSX
Integrations: Connectors for NetSuite and Microsoft 365
Authentication: Email link, SMS code, or SSO

Typical Timelines and Deadlines to Track

Identify milestone dates and add buffer time for sample approval, lead times, and site readiness to avoid installation delays.

Sample Approval Deadline:

Typically 7–14 days before order placement to confirm color and texture.

Purchase Order Issuance:

Issue once approvals are complete and quantities confirmed.

Manufacturer Lead Time:

Varies—often 2–8 weeks depending on product and finish.

Delivery Window:

Schedule delivery at least 48 hours before installation start.

Final Inspection:

Complete within 7 days of installation to log defects or warranty claims.

Common Mistakes to Avoid

Using approximate measurements instead of verified net area, which leads to short shipments or excess waste and delays.
Failing to specify waste allowance and roll/panel orientation, resulting in mismatched seams or color variation across runs.
Not attaching physical or calibrated digital samples, allowing subjective color descriptions to cause disputes.
Routing approvals to the wrong signers or skipping owner signoff, creating warranty and acceptance disputes after installation.

Key Risks and Contract Consequences

Cost Overruns: Extra orders or expedited shipping increase project cost.

Schedule Delays: Late deliveries push installation and can trigger liquidated damages.

Warranty Gaps: Incorrect product or missing approval may void warranty.

Disputes: Ambiguous selections create owner/contractor disagreements.

Compliance Issues: Noncompliant materials may violate codes or contracts.

Data Loss: Poor recordkeeping can hinder future warranty claims.

Comparing eSignature Vendors for Flooring Selection Documents

Basic vendor differences affect cost, bulk-send capability, audit trails, and HIPAA support; choose a platform that meets authentication and retention needs for your project.

	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
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-World Examples of Document Use

These examples show how signature and document control supports timely project execution and auditability.

Optica Ventures (COO)

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Project teams used standardized selection sheets to reduce vendor clarification emails.
Finalized documents were stored with purchase orders so warranty claims and turnover records were immediately available to facilities staff.

Martin Properties (Founder)

I can process and execute all of these documents online with 100% compliance and built-in security.

The team signed selections remotely to meet tight turnover schedules.
Having completed, auditable selections eliminated misunderstandings and reduced reinstall requests after occupancy.

Practical Tips for Accurate and Efficient Completion

Follow these practices to reduce rework, streamline procurement, and preserve warranty rights.

Use standardized naming

Adopt consistent project and room identifiers across documents and POs to prevent misapplied orders and facilitate search and reporting.

Attach verified samples

Include high-resolution images and sample IDs; record sample approval dates to avoid later disputes about color or finish.

Capture installer notes

Record substrate conditions, acclimation time, and underlayment requirements to ensure installed performance matches manufacturer warranty conditions.

Retain audit trail

Keep signed PDFs with timestamp and signer details to support warranty claims or change-order disputes.

Primary Roles Responsible for This Document

General Contractor

Typically prepares and consolidates selections, coordinates samples and approvals, and submits purchase orders to suppliers. The contractor ensures quantities and installation notes match site conditions and contract requirements.

Property Manager

Often approves final selections for tenant or owner satisfaction, reviews warranty terms, and retains signed documents as part of property records for future maintenance or turnover.

Frequently Asked Questions About the Flooring Selection Document

Answers to common operational, legal, and technical questions encountered when preparing and executing a Flooring Selection Document.

Need help? Contact support

Can this document be signed electronically?
Yes. Electronic signatures are legally binding in the United States under the ESIGN Act (15 U.S.C. §7001) and UETA in adopted states provided intent, consent, attribution, and retention requirements are met.
Do I need a notary for approval?
Most flooring selections do not require notarization. Notarization is only necessary where a contract or local rule explicitly requires it or where a notary-backed affidavit is requested by a party.
What happens if the installed product differs?
Document deviations should be documented as a change order. Retain samples, approvals, and signed selections to support corrective action and any warranty claims.
How long should I keep the signed document?
Retain for the contract term plus a minimum of three years; extend retention to six years if healthcare records apply or if a longer warranty exists.
Which signers must approve the selection?
At minimum, obtain signoff from the designer (if applicable), owner or owner representative, and the contractor or installer to align expectations and warranty coverage.
Can I use remote notarization?
Remote Online Notarization is available in most states with varying rules; verify state RON availability and identity-proofing requirements before relying on remote notarization.

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