Can this form be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and record retention are documented. Ensure any consumer disclosures required by ESIGN are provided.

Is notarization required for selections?

Generally no for a standalone selections form. Notarization is only required if the form is incorporated into a document that state law requires notarization for, such as deeds or certain affidavits.

What fields are mandatory to avoid disputes?

At minimum capture manufacturer/model, color/finish code, quantity, supplier contact, lead time, and an approval signature with date. Missing any of these increases the risk of ordering errors and disputes.

How do I change selections after signing?

Create a new revision or change order with explicit reference to the original signed form. Document the reason for change and obtain the same approval sequence to preserve enforceability.

Who should sign on behalf of an owner or company?

Only authorized representatives with signing authority should sign; record name, title, and role. If questions about authority exist, request a corporate resolution or documented power to sign.

How long must I retain signed selection records?

Keep completed forms for the project term plus at least three years for tax-related records (IRC §6501(a)) and longer where industry or state law requires it; consult counsel for specifics.

Electronic Signature
Templates
Miscellaneous
Material Selections Form

Material Selections Form

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

MATERIAL SELECTIONS FORM

This Material Selections Form (the "Form") documents selections of materials, finishes and associated commercial terms. Client Name: and Supplier Name: hereby agree to the terms set forth below.

RECITALS

WHEREAS, Supplier is engaged in the business of providing materials, finishes and related services; and

WHEREAS, Client requires specific materials and selections for the project described in Scope of Work and desires to document approved materials, allowances, pricing and acceptance criteria; and

NOW, THEREFORE, the parties agree that the selections, pricing and terms set forth in this Form shall govern the supply and acceptance of materials unless modified by a signed change order.

SCOPE OF WORK

Describe scope, project reference and areas where selected materials apply

MATERIAL SELECTIONS

List each material, finish, manufacturer and model/sku. Quantities and unit prices are estimates unless otherwise indicated. Supplier shall supply materials conforming to the specified manufacturer/model or an approved equivalent only after written acceptance by Client.

1. Material / Finish

Client approval required Client sample approval required

Client initials after approval

2. Material / Finish

Client sample approval required

Client initials after approval

ALLOWANCES, SUBSTITUTIONS & CHANGE ORDERS

Materials identified as allowances are not final pricing. Any substitution to materials after Client approval requires a written change order signed by both parties. Supplier warrants that substituted materials shall be of equal or better quality. Change orders affecting price or schedule are effective only upon execution of a written change order signed by Client and Supplier.

Allowance details or substitution instructions

PAYMENT TERMS

Client agrees to pay Supplier in accordance with the following schedule. Prices for listed materials are exclusive of applicable taxes and delivery unless otherwise specified.

Total material allowance / contract amount Deposit required Payment schedule (milestones or due dates) Late payment fee

TERM AND TERMINATION

This Form is effective as of the Start Date and shall remain in effect until completion of the scope or the End Date unless earlier terminated in accordance with this section.

Start Date

End Date

Notice period for termination

CONFIDENTIALITY

Each party shall hold in confidence all proprietary information of the other party disclosed in connection with this Form, including material specifications, pricing and samples, and shall not disclose such information except to its employees and contractors on a need-to-know basis. Confidential information does not include information that is already in the public domain without breach of this Form or lawfully received from a third party.

WARRANTIES AND ACCEPTANCE

Supplier represents that materials supplied under this Form shall be free from manufacturing defects and conform to specified descriptions. Client shall inspect materials upon delivery and provide written notice of any non-conformity within a commercially reasonable time. Failure to provide timely written notice constitutes acceptance.

Warranty period (months)

GOVERNING LAW

This Form shall be governed by and construed in accordance with the laws of the state of , without regard to its conflict of law rules.

ENTIRE AGREEMENT

This Form, together with any executed change orders and referenced schedules, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior negotiations, representations and agreements, whether written or oral.

NOTICES AND CONTACTS

Client contact for approvals and notices Supplier contact for deliveries and notices

CERTIFICATION

The undersigned certify that they are authorized to bind their respective parties to this Form and that the material selections, allowances and terms set forth herein are accurate and approved as indicated by their signatures below.

Client:

By:

Date:

Supplier:

By:

Date:

What a Material Selections Form Is and when it matters

A Material Selections Form documents choices of finishes, fixtures, and products for a construction, renovation, or fit-out project. It records model numbers, finishes, quantities, suppliers, and approval signatures so selections are clear, auditable, and enforceable when incorporated into the contract documents. The form reduces ambiguity between owners, contractors, subcontractors, and designers by centralizing decisions that affect cost, schedule, and warranty coverage. In many projects the completed form becomes part of the project record and can be referenced in change orders or punch-list work.

Why a clear selections form reduces disputes

A concise Material Selections Form creates a single source of truth for finish choices, reducing misunderstandings and disputed costs.

Who typically fills out and relies on this form

Parties involved in specification, procurement, and installation commonly complete or review the form before purchase or fabrication.

General contractor project managers and procurement teams who place orders and manage schedules.
Interior designers and architects who specify finishes, colors, and model numbers for aesthetic and code requirements.
Owners or owner representatives who approve selections and accept responsibility for non-standard or upgraded items.

Use the form to confirm responsibility for ordering, lead times, and acceptance criteria before production or installation begins.

Essential parts of a professional Material Selections Form

A well-structured form groups data so reviewers can find and confirm each selection quickly. Include traceable product details, supplier contacts, and clear approval fields.

Item description

A concise name of the product or finish plus model number; enables exact replacement or ordering without ambiguity and supports warranty claims.

Manufacturer / code

Include manufacturer name, manufacturer part number, and any SKU or finish code to ensure the supplier and fabricator can source the correct item.

Color / finish

Describe finish using standardized names and codes (e.g., RAL, Sherwin‑Williams) and note whether samples or mockups were provided and approved.

Quantity & unit

Specify exact quantities and units of measure (EA, LF, SF) to reduce ordering errors and to match purchase orders and invoices.

Lead time

Record typical lead time and any expedited options; this ties selections to the project schedule and identifies potential delays.

Signoff

Include lines for reviewer name, role, signature, and date to record approval and to show who bears risk for changes or omissions.

Step-by-step: completing the form from draft to approval

Follow a consistent sequence to avoid rework: gather specs, enter items, verify availability, then obtain approvals.

01

Collect specs: Gather drawings, schedules, and specs before populating the form.
02

Record selections: Enter manufacturer, code, color, quantity, and lead time for each item.
03

Verify availability: Confirm stock and lead time with supplier; note any substitutions.
04

Obtain approvals: Route to owner/designer for signature and record the date.

Typical online workflow settings for digital completion

Configure the digital workflow to match your approval chain and data validation needs before sending to reviewers.

Field	Configuration
Validation rules	Require model numbers and MM/DD/YYYY dates for signoff fields.
Conditional fields	Show expedited shipping only if selected by checkbox.
Reviewer order	Set signer sequence: designer → contractor → owner.
Notifications	Enable email and SMS reminders for pending approvals.

Where completed forms are routed and how they’re used

Define destinations for the signed form so procurement, accounting, and site teams can act without delay.

Contractor records: Stored in project folder for ordering and installation references.
Owner copy: Owner retains a signed version to confirm approved upgrades and allowances.
Supplier order: Use approved selections to generate purchase orders and release fabrication.
Quality control: Field teams reference approved samples during installation and inspections.

Digital signing and file-format considerations

Ensure the platform you use supports common formats and authentication options needed by your team.

File formats: PDF and DOCX are widely supported
Authentication: Email, SMS, or stronger options
Integrations: Connectors to cloud storage and ERP

Common mistakes that cause delays or disputes

Leaving manufacturer or color codes blank, which forces clarifications and can delay procurement by days or weeks.
Using ambiguous descriptions like 'match existing' without sample references, causing substitute products to be ordered in error.
Failing to record lead times or expedited options, which leads to schedule conflicts when long‑lead items arrive late.
Not capturing an owner or designer signature for changes, creating argument over whether a selection was approved.

Risks of incomplete or incorrect selections

Cost overruns: Increased change-order costs

Schedule delays: Installation hold-ups

Warranty issues: Non-covered replacements

Payment disputes: Withheld retainage

Quality shortfalls: Wrong finishes installed

Record gaps: Harder to resolve claims

Practical tips for accurate and efficient completion

Adopt consistent naming, approvals, and storage practices so each selection can be traced from specification through installation.

Use manufacturer codes and attach cut sheets

Attach a PDF cut sheet or spec page for each line item. This avoids subjective interpretation and provides a supplier reference for ordering and quality checks.

Confirm lead times before approval

Check with suppliers for current lead times and note any expiration on quotes. Approvals that ignore lead times can cause critical path delays.

Route approvals in role order

Set signer sequence so designers and AORs review selections before owners confirm. This minimizes rework and late-stage substitution requests.

Keep versioned copies

Retain each signed revision as a new file and log changes. Version control protects against disputes about which selection was active at a given date.

Supporting documents and export options you should include

Provide accompanying files and export settings so downstream teams can act from the signed record without recreating content.

Export formats

Save the completed form as a searchable PDF/A for long‑term archiving and as a spreadsheet (CSV/XLSX) if procurement imports quantities into purchasing systems.

Versioning

Embed a version number and timestamp in the file name and include a revision history table on page one to track changes across approvals.

Attachments

Include cut sheets, sample photos, supplier quotes, and submittal approvals as attached PDFs to the signed record to avoid missing context.

Audit trail

Preserve signer attribution, timestamps, and IP or authentication method in an audit log to support contract enforcement if disputes arise.

Common eSignature plan and feature comparison for signed selections

Compare starting price and key capabilities when selecting an eSignature vendor to execute Material Selections Forms. signNow is listed first per 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
Envelope Cap	No cap	100 envelopes/user/year	Depends on plan	Depends on plan	Depends on plan

Frequently asked questions about Material Selections Forms

Answers to common questions about e-signing, notarization, revisions, and recordkeeping for selection forms used in U.S. projects.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and record retention are documented. Ensure any consumer disclosures required by ESIGN are provided.
Is notarization required for selections?
Generally no for a standalone selections form. Notarization is only required if the form is incorporated into a document that state law requires notarization for, such as deeds or certain affidavits.
What fields are mandatory to avoid disputes?
At minimum capture manufacturer/model, color/finish code, quantity, supplier contact, lead time, and an approval signature with date. Missing any of these increases the risk of ordering errors and disputes.
How do I change selections after signing?
Create a new revision or change order with explicit reference to the original signed form. Document the reason for change and obtain the same approval sequence to preserve enforceability.
Who should sign on behalf of an owner or company?
Only authorized representatives with signing authority should sign; record name, title, and role. If questions about authority exist, request a corporate resolution or documented power to sign.
How long must I retain signed selection records?
Keep completed forms for the project term plus at least three years for tax-related records (IRC §6501(a)) and longer where industry or state law requires it; consult counsel for specifics.

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