What if the color code is wrong

If a manufacturer code is incorrect, obtain written correction from the specifying party and record a dated amendment. Use a revised signed form to authorize reorders or change orders.

Is notarization required

Not typically required for paint selections. If a contract or owner demands notarization, follow state notary or RON rules and record the notarization in the project file.

Can signatures be electronic

Yes. Electronic signatures meeting ESIGN and UETA legal tests are valid for approvals; consumer-facing records may require an ESIGN consumer disclosure where applicable.

How to handle supplier substitution

Document and sign any approved substitution on an updated form before acceptance. Include justification, replacement product details, and approver signoffs.

What file formats to store

Store executed forms as PDF/A when possible to preserve formatting and ensure long-term reproducibility and archiving.

How long to keep signed copies

Retain signed selections for the contract term plus at least three years; consult IRS, state, or industry rules for longer mandatory retention periods.

Paint Selections Form

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

PAINT SELECTIONS FORM AND SERVICE AGREEMENT

Client Name: Contractor Name:

Project Address:

WHEREAS

WHEREAS, Client desires to engage Contractor to furnish labor, materials and services to perform painting and related surface-preparation work at the Project Address in accordance with the selections and specifications set forth in this Paint Selections Form and Service Agreement; and

WHEREAS, Contractor represents that it is duly qualified, licensed and experienced in the performance of painting services and agrees to perform the Work in a professional manner in accordance with industry standards and the paint selections approved by Client herein; and

NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein, the parties agree as follows.

SCOPE OF WORK

General Scope (describe surfaces, primer, coats, and exclusions)

Specific paint selections and application instructions follow. Contractor shall apply paints only to surfaces expressly listed below unless prior written change order is executed.

PAINT SELECTIONS

Area / Room

Sample Approved:

Special Instructions

Area / Room

Sample Approved:

Special Instructions

Area / Room

Sample Approved:

Special Instructions

PAYMENT TERMS

Contract Amount (Total) Deposit / Initial Payment Payment Schedule & Terms Late Payment Fee

Client agrees to inspect completed work promptly upon notice. Final payment is due upon substantial completion and Client acceptance as set forth in this Agreement. Unpaid amounts shall bear the late fee described above until paid in full.

TERM AND TERMINATION

Commencement Date: Estimated Completion Date:

Either party may terminate this Agreement for material breach if the breaching party fails to cure within days after written notice. Termination by Client for convenience shall require payment for work performed, materials ordered, and reasonable demobilization costs.

CONFIDENTIALITY

Each party shall maintain in confidence proprietary information disclosed in connection with this Agreement and shall not disclose such information to third parties except to perform the Work or as required by law. Confidential information does not include information that is in the public domain through no fault of the receiving party or that was already known to the receiving party prior to disclosure.

CHANGE ORDERS

Any change to scope, materials, colors, or schedule shall be documented in a written change order signed by both parties. Change orders may affect price and schedule. Contractor shall not proceed with changed work until a signed change order is executed by Client.

Change Order Authorization

WARRANTY & ACCEPTANCE

Contractor warrants that paint will be applied in a workmanlike manner consistent with industry standards. Manufacturer warranties (if any) on paint products pass through to Client but Contractor does not assume product manufacturer obligations. Client's signature below constitutes acceptance of the paint selections and authorization to commence work in accordance with this Agreement.

Client Initials Confirming Selections

GOVERNING LAW; ENTIRE AGREEMENT

This Agreement shall be governed by and construed in accordance with the laws of the state in which the Project Address is located, without regard to choice-of-law principles. This Agreement, together with any executed change orders and attachments, constitutes the entire agreement between the parties and supersedes all prior negotiations and representations, whether written or oral, relating to the subject matter hereof.

MISCELLANEOUS PROVISIONS

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions remain in full force and effect. Neither party may assign this Agreement without the prior written consent of the other, except that Contractor may assign to a company that acquires all or substantially all of Contractor's assets.

Client:

By:

Date:

Contractor:

By:

Date:

What the Paint Selections Form Is and when it’s used

A Paint Selections Form records the specific paint products, color names and manufacturer codes, sheen, application locations, quantities, and approval signoffs for a construction, renovation, or property maintenance project. It creates a clear, auditable record that contractors, designers, and owners use to order materials, coordinate application, and avoid disputes about color or finish. The form typically attaches swatches, technical data sheets, or manufacturer product links and is referenced by change orders, schedules, and final acceptance documents.

Why a formal paint selection record matters

Using a Paint Selections Form reduces ambiguity about product specs, aligns procurement and application teams, and helps document approvals for warranties and final inspections.

Who commonly completes and approves paint selections

Typical participants and stakeholders who complete or sign the form are listed below.

Project managers and general contractors who coordinate ordering, scheduling, and application of specified paints.
Interior designers or architects who specify manufacturer, color codes, and acceptable alternates for aesthetic consistency.
Property owners or facility managers who approve final color choices and sign for acceptance and warranty initiation.

Assign clear reviewer and approver roles to prevent rework and procurement errors.

Who signs and their responsibilities

Property Owner

The owner or authorized representative signs to confirm final color and sheen choices, accepts quantities and acknowledges any allowances or change orders. This signature creates an approval record that vendors and contractors rely on for fulfillment and warranty start dates.

Contractor / PM

The contractor or project manager signs to confirm receipt of selections, commit to specified products and application methods, and document expected delivery and installation dates for procurement and scheduling.

Core elements included in a professional Paint Selections Form

A complete form combines identification, detailed product data, application instructions, approval fields, and attachments so procurement, field crews, and owners share a single authoritative reference.

Project ID

Project name, job number, client and site address are recorded to ensure selections map to the correct contract, work order, and purchase requisitions.

Area / Location

Specify room name or area (for example: Living Room A, Stairwell West) plus elevation or wall reference so crews apply the correct color in the correct location.

Paint Specification

Manufacturer, brand, product line, color name, and manufacturer color code are listed to avoid ambiguity and enable exact product ordering.

Finish & Quantity

Sheen (flat, eggshell, satin), estimated gallons or units, and surface preparation notes are recorded for procurement and cost estimates.

Application Notes

Surface prep, primer requirements, number of coats, and accepted application method are included to align field practice with warranty conditions.

Approvals & Attachments

Signature blocks, date, attached swatches, SD sheets, and photo references are appended so approvals are auditable and verifiable.

Required form fields at a glance

Project Name: Site or contract identifier

Property Address: Street, city, state, ZIP

Room / Area: Clear room label

Product Details: Brand, line, color code

Finish & Qty: Sheen and estimated units

Signatures: Approver name and date

Step-by-step: completing the Paint Selections Form

Follow these steps to capture selections accurately, route approvals, and attach technical documentation that supports procurement and field work.

01

Open form: Confirm project and document version before editing.
02

Specify areas: Enter room identifiers and wall elevations as needed.
03

Enter paint specs: Provide brand, product line, color code, sheen, and quantities.
04

Route for approval: Send to owner/designer/PM for signature and archive signed copy.

How to configure an online paint selection workflow

Set fields, conditional logic, and signer routing so the form auto-populates totals and moves through approvals with minimal manual steps.

Field	Configuration
Color swatch upload	Allow image upload and max file size 5 MB
Brand & line	Use dropdown to force standardized vendor values
Quantity estimator	Use a formula field to calculate gallons from area
Approval routing	Conditional routing: designer approval then owner signoff

Where completed Paint Selections Forms should go

A clear distribution path ensures materials are ordered against the approved selections and signed copies are available for warranty and closeout.

Primary contractor: Receives finalized selections for ordering and scheduling.
Client / owner: Keeps an executed copy for acceptance and warranty records.
Design team: Retains records for aesthetic compliance and future reference.
Project archive: Store signed PDF in contract file and procurement system.

Digital signing and file compatibility considerations

Choose a platform that supports common file types, preserves audit trails, and integrates with procurement or project management systems.

File types: PDF, DOCX, PNG, JPG supported
Integrations: Salesforce, NetSuite, Procore available
Authentication: Email, SMS code, KBA options

Typical timelines and deadlines related to paint selections

Plan selection milestones into procurement and construction schedules to avoid delivery delays or project stoppages related to paint availability.

Selection decision deadline:

Allow at least two weeks before ordering to confirm approvals and swatch checks.

Order placement:

Place orders once approvals are signed; standard lead times vary by manufacturer and color.

Delivery window:

Expect delivery lead times ranging from days to several weeks depending on custom colors.

Painting start date:

Schedule application after delivery and required curing or surface prep.

Final acceptance:

Owner signoff should occur after completion and walkthrough inspection.

Common mistakes when preparing paint selection records

Using only color names without manufacturer codes leads to mismatches when vendors or regional product lines differ.
Failing to record sheen and application notes can void warranty claims or cause visible finish inconsistencies across surfaces.
Uploading unclear swatch photos or low-resolution scans can cause color interpretation errors between teams and suppliers.
Not routing the form through a defined approver sequence results in undocumented changes and procurement disputes.

Risks and consequences of incomplete or incorrect selections

Procurement delays: Missed delivery schedules

Rework costs: Additional labor and materials

Warranty denial: Noncompliant application details

Aesthetic disputes: Owner rejection or claims

Change orders: Increased project cost

Record gaps: Difficulty proving approvals

eSignature vendor snapshot for executing Paint Selections Forms

Compare common plan attributes for electronic signature workflows used to execute selection forms and approvals. Pricing shown is plan-level starting price and typical capability indicators.

	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	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-world examples of electronic selection workflows

These examples show how project teams use signed selection records to speed procurement and maintain a verifiable audit trail.

Tim Martin — Martin Properties

Tim used online forms to collect tenant and owner color approvals quickly

Reduced onsite visits and paperwork
The signed records helped resolve a post-installation color discrepancy and supported a timely warranty claim with documented approvals.

Brian Fitzgibbons — Optica Ventures LLC

Brian standardized color selections across multiple properties using a template

Bulk send saved repeated data entry
Centralized signed forms improved procurement accuracy and reduced paint returns due to incorrect ordering.

FAQs and common troubleshooting for Paint Selections Forms

Answers to frequent questions about form completion, digital signing, notarization, and retention to help avoid common pitfalls.

Need help? Contact support

What if the color code is wrong
If a manufacturer code is incorrect, obtain written correction from the specifying party and record a dated amendment. Use a revised signed form to authorize reorders or change orders.
Is notarization required
Not typically required for paint selections. If a contract or owner demands notarization, follow state notary or RON rules and record the notarization in the project file.
Can signatures be electronic
Yes. Electronic signatures meeting ESIGN and UETA legal tests are valid for approvals; consumer-facing records may require an ESIGN consumer disclosure where applicable.
How to handle supplier substitution
Document and sign any approved substitution on an updated form before acceptance. Include justification, replacement product details, and approver signoffs.
What file formats to store
Store executed forms as PDF/A when possible to preserve formatting and ensure long-term reproducibility and archiving.
How long to keep signed copies
Retain signed selections for the contract term plus at least three years; consult IRS, state, or industry rules for longer mandatory retention periods.

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