Can this document be signed electronically?

Yes. Electronic signatures that meet ESIGN and UETA standards are generally acceptable. Ensure your platform captures intent, consent, and an audit trail to demonstrate attribution and retention.

When is notarization required?

Most LVP Selection Documents do not require notarization, but check state or contract-specific requirements. If the selection affects property transfer or a legal instrument, notarization or witnesses may be needed.

How do I correct an error after signing?

If a minor clerical error exists, prepare an amendment or correction signed by the same authorized parties. For substantive changes, create a new document or amendment and obtain fresh signatures to avoid disputes.

Who can sign on behalf of an organization?

Only individuals with delegated procurement authority should sign. Confirm authority via your organization’s delegation matrix or charter to ensure validity.

How long should I keep the signed document?

Retain the signed document for at least the active term plus a minimum of three years; industry rules or tax considerations may require longer retention periods.

What if a vendor’s name or tax ID is incorrect?

Correct the vendor information before final approval whenever possible. If already signed, execute a signed amendment or corrected document to maintain an accurate payment and tax trail.

Electronic Signature
Templates
Miscellaneous
LVP Selection Document

LVP Selection Document

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LVP Selection Document

Recitals

WHEREAS, Client Name: (hereinafter "Client") seeks to procure Luxury Vinyl Plank (LVP) flooring products and installation services for the property located at ;

WHEREAS, Supplier/Installer: (hereinafter "Supplier") is engaged to supply and, if applicable, install the LVP products selected by Client under the terms set forth in this document, effective as of .

WHEREAS, the parties intend this LVP Selection Document to specify selected products, installation scope (if applicable), and payment and schedule commitments that will be incorporated into the underlying agreement between Client and Supplier.

Scope of Work

Summary of Work (describe selected materials, installation responsibilities, and exclusions) Primary Contact for Project

LVP Product Selections

Populate each selected line item. Unit prices should be the supplier's proposed price per listed unit. Line totals will be used for payment calculations.

Item	Product / Style	Color / Finish	Plank Size	Unit Price	Qty / Area	Line Total

Total Contract Amount

Payment Terms

Deposit required at order placement: . Remaining balance payable per schedule:

Late Payment Fee

All payments are due in accordance with the schedule above. If Client disputes any portion of an invoice, Client must provide written notice within seven (7) days of receipt specifying the basis for the dispute. Disputed amounts do not relieve Client of the obligation to pay undisputed amounts when due.

Term and Termination

This selection document commences on and shall remain in effect until unless earlier terminated pursuant to the terms below.

Either party may terminate for convenience upon written notice delivered at least days prior to the proposed termination date. Termination for material breach may be immediate if the breaching party fails to cure within a commercially reasonable cure period after written notice specifying the breach.

Confidentiality

Each party agrees to keep confidential all non-public information disclosed by the other party in connection with this LVP Selection Document, including pricing, proprietary product specifications, and proprietary installation methods ("Confidential Information"). Confidential Information shall not include information which (i) is or becomes public other than by breach of this obligation, (ii) was already known to the receiving party without restriction, or (iii) is rightfully obtained from a third party without restriction.

Confidentiality Obligations Duration: years from the date of disclosure. Notwithstanding the foregoing, either party may disclose Confidential Information as required by law or court order, provided that the disclosing party uses reasonable efforts to give the other party prompt notice and to seek protective measures.

Acknowledgement of Confidentiality Terms

I acknowledge and accept the confidentiality obligations stated above.

Governing Law

This LVP Selection Document shall be governed by and construed in accordance with the laws of the State of , without regard to its conflict of laws principles. Venue for any dispute arising out of or relating to this document shall be the state or federal courts located in that state, and the parties hereby consent to exclusive jurisdiction therein.

Entire Agreement

This LVP Selection Document, together with any separate written purchase order or installation agreement expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, negotiations and communications, whether written or oral.

No amendment or waiver of any provision of this document will be effective unless in writing and signed by both parties. If any provision of this document is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Notices

Client Notice Address Supplier Notice Address

Client:

By:

Date:

Supplier/Installer:

By:

Date:

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

The LVP Selection Document is a formal record used to document a party's choice or designation related to a low-value procurement, limited vendor preference, or similarly scoped selection process. It captures the selected option, parties involved, effective date, and the rationale or supporting criteria. Organizations use it to ensure consistent decision-making, create an auditable trail, and provide a signed record for internal control, finance, and compliance reviews. The document is typically incorporated into procurement files, vendor records, and project folders for retention and future reference.

Why a Clear LVP Selection Document Matters

A properly completed LVP Selection Document reduces ambiguity about who was authorized to choose a vendor, why that vendor was selected, and when the selection became effective. It supports procurement governance, financial auditing, and dispute resolution while helping meet internal controls and industry-specific compliance expectations.

Who Typically Prepares and Signs This Document

Tailor the signatory block to your organization’s delegated authority matrix so that only authorized roles sign and date the document.

Procurement teams responsible for vendor evaluation and documentation of selection decisions.
Project or program managers who require an auditable record tied to budgets and schedules.
Finance and contract officers who need evidence for payment authorization and internal audit trails.

Step-by-Step: How to Complete the LVP Selection Document

Follow these sequential steps to prepare, route, and finalize the LVP Selection Document with minimal rework.

01

Prepare: Populate fields with accurate vendor and selection data.
02

Review: Have procurement and finance validate numbers and authority.
03

Sign: Collect required signatures in the ordered sequence.
04

File: Save final signed copy in procurement records and project file.

How to Configure an Online LVP Selection Workflow

Standardize the digital workflow settings so each document follows the same approval path and audit logging rules.

Field	Configuration
Signer Order	Set sequential routing with role-based recipients.
Authentication	Use email or SMS codes; add stronger authentication for sensitive purchases.
Required Fields	Mark vendor, date, signature, and rationale as mandatory.
Retention Tag	Apply a retention label to support records management rules.

Distribution and Digital Signing: Platform Considerations

Ensure the selected platform integrates with procurement systems, preserves a tamper-evident audit trail, and supports any regulatory controls relevant to your industry.

File formats: PDF, DOCX supported
Integrations: Works with common CRMs
Security: TLS and AES encryption

Where to Send or File the Completed Document

Routing destinations depend on organization policy; route copies to procurement, finance, and the project owner.

Procurement Archive: Primary repository for vendor selection records.
Finance: For payment authorization and budgeting records.
Project Folder: Link the document to the relevant project or contract record.
Third-Party Vendor File: Retain a copy within the vendor’s contract file when applicable.

Typical Timelines and Processing Expectations

Establish internal deadlines for review, approval, and retention to avoid procurement delays.

Internal Review Deadline:

3–5 business days for procurement and finance validation.

Approval Completion:

Signing and finalization within 7 business days is typical for low-value selections.

Vendor Notification:

Notify selected vendor within 1 business day of final signature when practical.

Payment Authorization:

Initiate payment workflow after final signing and invoice submission.

Record Filing:

File signed document in the repository immediately after execution.

Key Processing Milestones for an LVP Selection

Track these numbered stages from initiation through archival to maintain a clear audit trail and meet policy SLAs.

01

Stage 1 — Initiation

Document created and initial vendor information entered.

02

Stage 2 — Validation

Procurement and finance verify vendor eligibility and pricing.

03

Stage 3 — Authorization

Required signatories execute and date the document.

04

Stage 4 — Archival

Final signed copy stored with retention metadata.

Essential Sections to Include in a Professional LVP Selection Document

A complete LVP Selection Document includes standardized sections to ensure clarity, auditability, and compliance with internal policy.

Header

Document title, unique identifier, creation date, and reference to any solicitation or purchase order to link records.

Selection Summary

Short statement identifying the chosen vendor, items or services selected, contract or unit price, and quantity where applicable for financial reconciliation.

Rationale

Clear, itemized reasons for the choice including price comparisons, delivery times, prior performance, and compliance factors where relevant.

Authority

Name, title, and delegation reference for the person approving the selection to document authorization and limits of authority.

Signatures

Signature block including printed name, title, signature, and date for each required approver to create an auditable record.

Attachments

Supporting documentation such as vendor quotes, comparative pricing spreadsheets, and any required approvals or waivers.

Required Data Elements for a Compliant Record

Identifier: Unique document ID

Effective Date: MM/DD/YYYY format

Selecting Party: Full legal name and title

Vendor Details: Legal name and tax ID

Signature Info: Signer name and timestamp

Attachments: Linked supporting files

Common Risks and Consequences of an Incorrect LVP Selection Document

Procurement Rejection: Selection could be invalidated for noncompliance.

Payment Delays: Incomplete records delay invoice processing.

Audit Findings: Weak documentation can trigger negative audit outcomes.

Contract Disputes: Ambiguities invite vendor challenges.

Regulatory Exposure: Failure to document authority increases compliance risk.

Tax Reporting: Missing vendor IDs can cause withholding obligations.

Frequent Preparation Errors to Avoid

Omitting the effective date or using inconsistent date formats.
Using informal vendor names instead of legal business names.
Failing to capture required signatory titles and delegation references.
Not attaching supporting quotes or evaluation documentation.

eSignature Vendor Comparison for LVP Selection Workflows

Comparison of common vendor features relevant to signing and archiving LVP Selection Documents. signNow is listed first to align with the platform-focused 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	Varies	Limited trial	Limited trial
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World LVP Selection Examples

Two brief examples show how organizations document low-value selections and the benefits of a consistent format.

Local Government Procurement

A small municipality used the LVP Selection Document to award a $4,500 maintenance contract using price and availability criteria.

The selection recorded vendor tax ID and delivery schedule.
The record reduced vendor disputes and supported a clear audit trail during a subsequent internal review.

Corporate Facilities Purchase

A facilities team completed the form for a $2,200 equipment buy using a delegated procurement limit.

Finance validated budget codes before signing.
The stored signed document enabled rapid matching of payment and inventory records during year-end reconciliation.

Frequently Asked Questions About the LVP Selection Document

Answers to common questions about execution, e-signatures, revisions, and recordkeeping for the LVP Selection Document.

Need help? Contact support

Can this document be signed electronically?
Yes. Electronic signatures that meet ESIGN and UETA standards are generally acceptable. Ensure your platform captures intent, consent, and an audit trail to demonstrate attribution and retention.
When is notarization required?
Most LVP Selection Documents do not require notarization, but check state or contract-specific requirements. If the selection affects property transfer or a legal instrument, notarization or witnesses may be needed.
How do I correct an error after signing?
If a minor clerical error exists, prepare an amendment or correction signed by the same authorized parties. For substantive changes, create a new document or amendment and obtain fresh signatures to avoid disputes.
Who can sign on behalf of an organization?
Only individuals with delegated procurement authority should sign. Confirm authority via your organization’s delegation matrix or charter to ensure validity.
How long should I keep the signed document?
Retain the signed document for at least the active term plus a minimum of three years; industry rules or tax considerations may require longer retention periods.
What if a vendor’s name or tax ID is incorrect?
Correct the vendor information before final approval whenever possible. If already signed, execute a signed amendment or corrected document to maintain an accurate payment and tax trail.

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