Do I need a notarized form?

Most color selection forms do not require notarization. Notarization is only necessary when the selection form is incorporated into a legally binding amendment or financing document; verify requirements with counsel or lender.

Can clients sign electronically?

Yes. Electronic signatures are legally binding in the United States under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.

How to handle color discrepancies after installation?

Document the discrepancy with photos, reference the approved sample ID and lighting conditions, and follow the form's substitution and tolerance clauses to determine remedial steps and potential cost allocation.

What if supplier cannot source the exact SKU?

Record any proposed substitution on the change log and obtain client approval. Ensure substitutions are logged with SKU and color close-match justification prior to installation to avoid liability.

Can I change selections after signing?

Changes should be made via a dated amendment or change order signed by authorized parties; track cost and schedule impacts and attach the amendment to the original form for contract clarity.

How long should I keep the signed form?

Retain for the active contract term plus at least three years; healthcare-related records require six years per HIPAA (45 CFR §164.530(j)); consult counsel for industry-specific or state-specific retention rules.

Electronic Signature
Templates
Miscellaneous
Interior Design Color Selection Form

Interior Design Color Selection Form

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

INTERIOR DESIGN COLOR SELECTION AGREEMENT

Client Name: Designer Name: Agreement Date:

RECITALS

WHEREAS, Client engages Designer to provide professional interior design services related to color selection, finishes and related product specification for the Project described herein; and

WHEREAS, Designer has represented that Designer is qualified to furnish such services and will provide color selections and sample coordination in accordance with the Scope of Work set forth below; and

WHEREAS, the parties desire to set forth their respective obligations, fees, and terms governing this engagement in a written agreement.

SCOPE OF WORK

Designer shall provide color selection services and related deliverables for the Project address below. Services shall include color consultations, selection of paint and finish products, coordination of fabric and material color references, provision and review of physical or digital samples, and documentation of approved color schedules.

Project Address Detailed Scope

COLOR SELECTION DETAILS

Instructions: For each area, record the surface type, manufacturer, color name, color code, finish, and whether a physical sample was provided and approved by Client.

Area 1

Room: Surface: Manufacturer:

Color Name: Color Code: Finish:

Physical sample provided: Client approved: Approval date:

Area 2

Room: Surface: Manufacturer:

Color Name: Color Code: Finish:

Physical sample provided: Client approved: Approval date:

Area 3

Room: Surface: Manufacturer:

Color Name: Color Code: Finish:

Physical sample provided: Client approved: Approval date:

PAYMENT TERMS

Total Fee for Services: $ Deposit due upon execution: $

Fee Schedule / Payment Milestones

Late payment charge: . Client agrees to pay any collection costs and reasonable attorney fees incurred to collect overdue sums.

TERM AND TERMINATION

Term start date: Term end date (estimated):

Either party may terminate this Agreement for convenience upon written notice to the other party. Upon termination, Client shall pay Designer for all services performed and costs incurred through the effective termination date, including non‑refundable sample or ordering charges.

CHANGE ORDERS

Client acknowledges that any change in color selections, product substitutions, or project scope requested after approval may require a written change order. Additional fees, extended delivery timelines, and restocking charges may apply. Designer shall not proceed on change requests without written authorization.

CONFIDENTIALITY

Each party agrees to keep confidential any proprietary information disclosed by the other party in connection with this engagement and shall not disclose such information to third parties except as required to perform the services or as required by law. Confidential information does not include information that is or becomes publicly available through no breach of this Agreement.

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.

ENTIRE AGREEMENT

This document, including any attachments and authorized change orders, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior written or oral agreements. Any modification must be in writing and signed by both parties.

WARRANTIES AND LIMITATIONS

Designer warrants that services will be performed in a professional manner consistent with industry standards. Except as expressly set forth herein, Designer makes no other warranties, express or implied. In no event shall Designer be liable for consequential, incidental, or punitive damages arising from color selections or product performance.

Client:

By:

Date:

Designer:

By:

Date:

What the Interior Design Color Selection Form Is

The Interior Design Color Selection Form documents client choices for paints, finishes, fabrics, and trim across specified rooms or zones. It records color codes, product names, manufacturers, sample approvals, and any applicable tolerances or alternate options. The form creates a clear, dated record that supports procurement, invoicing, installation, and dispute resolution during a design or renovation project.

Why a Structured Color Selection Form Matters

A clear color selection form reduces misunderstandings, provides a dated audit trail for specifications, and limits rework or ordering errors. It also serves as a contractual reference for scope, product substitutions, and client approvals during procurement and installation.

Who Typically Completes This Form

The form is used by designers, clients, contractors, and procurement teams to confirm material choices before ordering.

Interior designers and design studios — record client-approved palettes and variant options for project documentation and invoicing.
Clients or homeowners — confirm selections, sign approvals, and acknowledge any variance tolerances or substitution allowances.
General contractors and procurement staff — use the form to place orders, request samples, and verify delivered materials match specifications.

Use consistent copies for contractor bids, supplier orders, and final installation sign-off to maintain a single source of truth.

Primary Signatories and Their Roles

Lead Designer

The lead designer confirms specified codes and product choices, documents approved alternates, and initial sign-off before procurement; acts as the point of contact for clarifications and change orders.

Client

The client reviews selections, initials or signs for each room or product line, and indicates final approval for ordering and installation to create contractual acceptance of specified materials.

Essential Fields to Include

Client Name: Full legal name

Project Address: Street, city, state, ZIP

Room / Zone: Specific room identifier

Color Selection: Manufacturer + color code

Sample Approval: Approved/Rejected + initials

Signatures: Name, role, date

Step-by-Step: Completing the Color Selection Form

Follow a consistent sequence to minimize errors: identify areas, specify products, confirm samples, and capture approvals with dated signatures.

01

Identify Area: List room name or zone identifier.
02

Specify Product: Enter manufacturer, collection, and exact color code.
03

Record Samples: Note sample numbers and approval status.
04

Obtain Signatures: Client and designer sign and date lines.

How to Configure an Online Color Selection Workflow

When moving the form online, set authentication, templates, and reminders to match your project cadence and compliance needs.

Authentication Method	Email link or SMS code verification
Template Settings	Lock required fields and reuse templates per project
Reminder Schedule	Automated reminders at 3 and 7 days
Attachment Rules	Allow sample photos and spec sheets
Save & Resume	Enable drafts for multi-stage approvals

Digital Signing and Submission Requirements

Choose a platform that supports secure e-signatures, file formats, and the integrations your team uses.

File Formats: PDF and DOCX supported
Integrations: Connects with CRM and cloud storage
Authentication: Email, SMS, or multi-factor

Where to File and Send the Completed Form

Route signed forms to all stakeholders and archive a copy in project management and procurement systems for traceability.

Client Copy: Email signed PDF to the client
Contractor Copy: Provide contractor and procurement team copies
Vendor Orders: Attach form to supplier purchase orders
Project Archive: Store in cloud project folder with version control

Typical Timelines and Decision Deadlines

Define selection cutoffs and lead times up front to align procurement and installation schedules and avoid late-order premiums.

Selection Deadline:

Client selections due 2–4 weeks before order placement

Sample Approval Window:

Allow 7–14 days for review and re-sampling

Vendor Lead Time:

Confirm manufacturer lead times before finalizing order

Change Request Period:

Allow 48–72 hours for minor substitution requests

Installation Start:

Schedule only after all materials are confirmed

Common Mistakes and How They Cause Delays

Using only informal notes or photos leads to mismatches between ordered materials and final expectations, increasing reorders and delays.
Failing to record exact manufacturer SKUs or color codes causes suppliers to substitute visually similar but noncompliant products.
Approving samples without noting lighting conditions risks color variance on site; always document sample lighting and orientation.
Not routing signed approvals to procurement creates bottlenecks; ensure procurement receives the completed form before placing orders.

Risks and Contractual Consequences of Errors

Rework Costs: Additional material and labor

Schedule Impact: Delayed project milestones

Payment Disputes: Holdbacks or contested invoices

Warranty Issues: Manufacturer warranty voids

Supplier Returns: Restocking fees possible

Client Dissatisfaction: Reputational risk for firm

Elements of a Professional Color Selection Form

A professional form balances clarity and enforceability: precise product identifiers, visual references, approvals, and a documented change process reduce downstream disputes.

Identification

Project and client identifiers that tie the selection to the contract, including project number, address, and client contact details to avoid ambiguity.

Product Details

Exact manufacturer name, collection, SKU, and color code so procurement and installers order and match the exact item specified without substitutions.

Sample Reference

Sample ID, date viewed, lighting notes, and approval status to explain how the decision was made and to document expected color conditions.

Tolerance & Substitution

Define acceptable tolerances, approved alternates, and a process for supplier substitutions to control acceptance and avoid surprises at delivery.

Signatures & Dates

Signature lines for client and designer with printed names, roles, and dates to evidence mutual agreement and contract acceptance for procurement purposes.

Change Log

A dated record of any post-approval changes, who authorized them, and any associated cost or schedule impacts to preserve a complete audit trail.

Use Cases: How Teams Apply This Form

Real-world scenarios show how the form prevents errors and streamlines procurement across residential and commercial work.

Residential Remodel

Designer records paint and trim codes for a kitchen remodel and provides three approval rounds for samples

The client approves a single swatch after reviewing under home lighting
Final signed form supplies the contractor exact SKUs for ordering, preventing costly reorders and installation delays.

Commercial Office Fit-Out

Project team standardizes finishes across suites to maintain brand consistency and reduce ordering complexity

Procurement sets lead-time buffers based on manufacturer timelines
The completed, signed form is attached to purchase orders, ensuring consistent finishes across multiple vendor shipments.

eSignature Vendor Comparison for Color Selection Forms

Compare common plan features and compliance options to match project needs and regulatory requirements; signNow appears first as the baseline 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 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/yr	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions

Answers to common execution, signature, and storage questions for the Interior Design Color Selection Form.

Need help? Contact support

Do I need a notarized form?
Most color selection forms do not require notarization. Notarization is only necessary when the selection form is incorporated into a legally binding amendment or financing document; verify requirements with counsel or lender.
Can clients sign electronically?
Yes. Electronic signatures are legally binding in the United States under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
How to handle color discrepancies after installation?
Document the discrepancy with photos, reference the approved sample ID and lighting conditions, and follow the form's substitution and tolerance clauses to determine remedial steps and potential cost allocation.
What if supplier cannot source the exact SKU?
Record any proposed substitution on the change log and obtain client approval. Ensure substitutions are logged with SKU and color close-match justification prior to installation to avoid liability.
Can I change selections after signing?
Changes should be made via a dated amendment or change order signed by authorized parties; track cost and schedule impacts and attach the amendment to the original form for contract clarity.
How long should I keep the signed form?
Retain for the active contract term plus at least three years; healthcare-related records require six years per HIPAA (45 CFR §164.530(j)); consult counsel for industry-specific or state-specific retention rules.

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