Can this document be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and retention are documented. For consumer-facing agreements include required ESIGN consumer disclosures when applicable.

Do I need a notary or witnesses?

Not always. Notarization or witnesses depend on state and document purpose. Certain records like wills, court filings, and some property conveyances remain exempt from electronic execution. Verify state-specific notary and witness rules before execution to ensure enforceability.

What are common completion errors?

Frequent mistakes include mismatched party names, vague species descriptions, missing delivery windows, omitted vendor contact details, and unsigned sections. These errors can trigger contract disputes, delayed acceptance, or backup withholding if tax forms or TINs are affected.

How to handle substitutions or shortages?

Require vendor approval for substitutions and list acceptable alternatives in the document. Include inspection and rejection rights on delivery and specify remedies such as replacement within a set period or prorated credit for shortages.

Can healthcare information be included?

Limit patient or protected health data in Plant Selection Documents. If the process involves PHI, ensure HIPAA compliance and a signed BAA. Maintain protected data per 45 CFR §164.530(j) and restrict access in workflows.

How do I update or revise the document?

Create a revision log, track version dates, and require signatures on amendments. For material changes, obtain counterparty written consent. Store prior versions per retention policy and retain audit trails showing who made each change.

Electronic Signature
Templates
Miscellaneous
Plant Selection Document

Plant Selection Document

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

PLANT SELECTION DOCUMENT

This Plant Selection Document is entered into by and between Supplier Name: and Client Name: .

Effective Date: Project Location:

WHEREAS

WHEREAS, Supplier is engaged in the business of sourcing, recommending, and supplying plant material and related horticultural goods and services; and

WHEREAS, Client desires to procure specific plant material and related services for the Project Location described above, and Supplier agrees to provide such materials and services under the terms and conditions set forth in this document; and

WHEREAS, the parties intend for this Plant Selection Document to define the selection, delivery, installation (where applicable), acceptance, payment, and warranty obligations related to the plant material identified herein.

SCOPE OF WORK

Scope of Work

PLANT SCHEDULE

Item 1

Species / Common Name

Quantity

Size / Caliper / Container

Unit Price

Item 2

Species / Common Name

Quantity

Size / Caliper / Container

Unit Price

Additional Plant Items / Attachments

SELECTION CRITERIA AND SUBSTITUTIONS

Supplier shall provide plant material that conforms to the species, size, grade, and quality standards described in this document. Substitutions are permitted only as set forth below.

Substitutions Allowed Yes Substitution Conditions (if allowed)

DELIVERY, INSTALLATION, AND ACCEPTANCE

Planned Delivery Date Installation Included Yes Installation Notes / Responsibilities

Acceptance of plant material will occur upon final inspection and written acknowledgment by Client, which shall occur within calendar days after delivery/installation unless otherwise agreed in writing. Rejected items shall be replaced or credited in accordance with the warranty provisions below.

WARRANTY

Supplier warrants that plant material furnished under this document will be true to the specified species and grade and will be free from significant defects in health and structure at time of delivery. This warranty shall remain in effect for a period of months from date of acceptance, subject to ordinary care and maintenance by Client. Remedies shall be limited to replacement or credit for defective material at Supplier's election.

PAYMENT TERMS

Contract Amount Deposit (if any) Payment Schedule / Milestones Balance Due Date

Late payment shall incur a late fee equal to per month on outstanding balances, plus reasonable collection costs and interest to the extent permitted by law.

TERM AND TERMINATION

This document commences on Start Date: and shall remain in effect until End Date: , unless earlier terminated as provided herein.

Either party may terminate for cause upon material breach by the other party if such breach is not remedied within days after written notice. Termination without cause requires days prior written notice.

CONFIDENTIALITY

Each party shall maintain in confidence all non-public business information, proprietary specifications, and pricing provided by the other party in connection with this document. Confidential information shall not be disclosed except to employees, agents, or subcontractors who have a need to know and who are bound to confidentiality obligations at least as protective as those contained herein. Confidentiality obligations shall survive termination for a period of three (3) years.

GOVERNING LAW

This Plant Selection Document shall be governed by and construed in accordance with the laws of the State of without regard to conflict of laws principles. Exclusive venue for disputes shall be the courts located within that jurisdiction.

ENTIRE AGREEMENT

This document, together with any attachments, plant schedules, and written change orders executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof, superseding all prior proposals, negotiations, and understandings. No amendment shall be effective unless executed in writing by authorized representatives of both parties.

MISCELLANEOUS PROVISIONS

Each party represents and warrants that it has the authority to enter into this document. Neither party shall assign its rights or obligations without the prior written consent of the other, except that Supplier may assign to a wholly-owned affiliate or in connection with a sale of substantially all of its assets.

Supplier (Print Name):

By:

Date:

Client (Print Name):

By:

Date:

What the Plant Selection Document Is

The Plant Selection Document is a structured procurement and specification record used to list, describe, and authorize the installation or purchase of plant materials for a project. It typically identifies botanical names, quantities, size grades, planting locations, sourcing requirements, delivery schedules, and acceptance criteria. Project managers, landscape architects, and procurement officers use it to standardize vendor bids, confirm regulatory and warranty obligations, and reduce disputes about plant quality or placement. When completed and signed it serves as a binding commercial attachment or exhibit to a broader contract governing installation, payment, and maintenance responsibilities.

Why a Formal Plant Selection Document Matters

Using a Plant Selection Document clarifies specifications, aligns expectations between stakeholders, and creates a verifiable record for procurement and installation. It reduces disputes over material quality and delivery, streamlines vendor comparison, and supports compliance with contractual and permitting obligations.

Who Typically Prepares and Relies on This Document

Project teams, landscape architects, procurement officers, and contractors use Plant Selection Documents to specify materials and manage delivery.

Landscape architects: define species, size, spacing, and placement for design compliance.
Procurement officers: compare vendor bids, confirm warranties, and schedule deliveries.
Contractors: verify installed material matches specification and acceptance criteria on delivery.

The document supports audits, warranty claims, maintenance planning, and provides a signature-ready record for contractual enforcement.

Step-by-Step: From Specification to Signed Document

Follow these ordered steps to complete and finalize the Plant Selection Document accurately for procurement and installation.

01

Prepare specs: Gather design plans, planting schedule, and site measurements.
02

List materials: Enter botanical names, quantities, sizes, and supplier preferences.
03

Review with team: Confirm tolerances, delivery windows, and acceptance tests.
04

Sign and distribute: Obtain signatures, date the document, and send to vendors.

Frequently Asked Questions and Troubleshooting

Answers to frequent questions about completing, signing, and storing Plant Selection Documents, with troubleshooting for common errors and e-signature concerns.

Need help? Contact support

Can this document be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and retention are documented. For consumer-facing agreements include required ESIGN consumer disclosures when applicable.
Do I need a notary or witnesses?
Not always. Notarization or witnesses depend on state and document purpose. Certain records like wills, court filings, and some property conveyances remain exempt from electronic execution. Verify state-specific notary and witness rules before execution to ensure enforceability.
What are common completion errors?
Frequent mistakes include mismatched party names, vague species descriptions, missing delivery windows, omitted vendor contact details, and unsigned sections. These errors can trigger contract disputes, delayed acceptance, or backup withholding if tax forms or TINs are affected.
How to handle substitutions or shortages?
Require vendor approval for substitutions and list acceptable alternatives in the document. Include inspection and rejection rights on delivery and specify remedies such as replacement within a set period or prorated credit for shortages.
Can healthcare information be included?
Limit patient or protected health data in Plant Selection Documents. If the process involves PHI, ensure HIPAA compliance and a signed BAA. Maintain protected data per 45 CFR §164.530(j) and restrict access in workflows.
How do I update or revise the document?
Create a revision log, track version dates, and require signatures on amendments. For material changes, obtain counterparty written consent. Store prior versions per retention policy and retain audit trails showing who made each change.

Security and Compliance Basics

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Certifications: SOC 2 Type II, ISO 27001, PCI DSS

HIPAA Support: BAA available for covered entities

eSignature Law: ESIGN and UETA compliance

Authentication: SMS, email, KBA, and SSO options

Audit Trail: Tamper log with timestamps and IPs

Consequences of Errors or Omission

Contract disputes: May lead to litigation

Delayed installation: Project schedules slip

Quality rejection: Supplier returns required

Financial penalties: Liquidated damages possible

Tax risk: TIN errors trigger withholding

Permit issues: Noncompliance delays approvals

Common Pitfalls to Avoid

Ambiguous species names lead suppliers to substitute plants with similar common names, causing design and warranty disputes at installation.
Missing delivery windows or unclear staging instructions result in rejected deliveries and storage costs for clients or contractors.
Failure to include inspection criteria or acceptance tests increases risk of paying for substandard materials without remedy.
Not verifying vendor certifications or phytosanitary documentation can trigger regulatory holds or plant quarantines during transport.

Typical Document Routing Workflow

Typical routing for a Plant Selection Document from creation through approval and distribution to vendors and installers.

Create: Author enters specifications and fields.
Assign reviewers: Design and procurement review for compliance.
Approve: Authorized signer applies signature and date.
Distribute: Send signed copy to vendors and archive.

Recommended Online Workflow Settings

Recommended online configuration settings to map Plant Selection Document fields to an eSignature workflow and ensure auditability.

Field	Configuration
Signature Method	Email link with audit trail; optional RON for notarization
Authentication	Email or SMS OTP; KBA where higher assurance needed
Conditional Fields	Show plant warranty box only if vendor selected
Templates	Save standardized species lists and acceptance criteria
Notifications	Automatic reminders for pending signatures and delivery dates

Platform and Integration Considerations

Choose a platform that supports PDF, DOCX, mobile signing, audit trails, and integrations with CRM or storage systems.

File formats: PDF, Word DOCX, Excel supported
Integrations: Salesforce, NetSuite, Google Workspace, Microsoft 365
Mobile access: iOS and Android signing apps

Key Deadlines and Timing Expectations

Key deadlines and timing expectations for completing, approving, and delivering items specified in the Plant Selection Document.

Document preparation and review window:

Allow two to four weeks for site measurements and vendor quotes.

Vendor response and lead time:

Typical 7–21 day lead times depending on species availability.

Delivery scheduling and staging instructions:

Confirm exact delivery date and onsite contact at least 72 hours prior.

Inspection, acceptance, and defect reporting:

Inspect within three business days; record acceptance or rejection in writing.

Warranty, maintenance, and replacement terms:

Specify warranty duration and maintenance obligations including replacement timelines.

Core Elements Every Professional Document Should Include

Essential elements that make a Plant Selection Document usable across procurement, installation, warranty enforcement, and maintenance scheduling for project lifecycles.

Botanical accuracy

Use correct Latin binomial names, cultivar identifiers, and size grades to prevent substitutions. Include cultivar authority where applicable and avoid relying solely on common names that vary regionally.

Quantities

Specify exact unit counts, acceptable overages or shortages, and how partial deliveries will be invoiced. State whether counts refer to planted units or containerized items to avoid ambiguity.

Source controls

Document nursery source, certification, and phytosanitary paperwork requirements. Require lot numbers or seed source documentation and specify procedures for rejected lots or disease incidents during transport.

Delivery terms

Define delivery windows, staging locations, acceptance inspection process, and liability during transit. Include who pays storage costs for delayed acceptance and remedies for missed schedules.

Acceptance testing

Describe inspection metrics, sample sizes for quality checks, allowable defects, and evidence required for rejection. State timelines for corrective action and final acceptance sign-off procedures.

Warranty terms

Specify warranty length, what is covered, responsibilities for maintenance, and procedures for replacement or credit. Include exclusions for environmental stress or improper maintenance and reporting requirements.

eSignature Pricing and Feature Comparison

Comparison of common eSignature plan features and starting prices relevant when choosing a platform for executing Plant Selection Documents.

	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

Typical Signers and Their Roles

Landscape Architect

Design professionals use the Plant Selection Document to lock in species, sizes, and placement aligned with aesthetic and ecological goals. Accurate entries reduce installation rework, support permit applications, and document responsibility for post-install maintenance obligations under contract.

Procurement Manager

Procurement managers rely on standardized Plant Selection Documents to compare vendor bids, confirm availability, and enforce delivery terms. Clear specifications prevent substitute offers and enable automated purchasing workflows tied to approval thresholds and budget controls.

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