What if I only know common names?

Enter the common name and add a best-effort botanical name field; follow up with the supplier to confirm the exact species. Ambiguity can lead to substitutions and should be resolved before purchase.

Is notarization required?

Most plant selection forms do not require notarization. Notarization or witnessed signatures may be needed for contracts, permits, or certain municipal approvals—verify with the permit authority.

Can the form be signed electronically?

Yes. Electronic signatures meeting ESIGN (15 U.S.C. ch. 96) and applicable state UETA rules are generally enforceable for procurement and authorization. Exceptions exist for documents statutorily required to be notarized or for certain court filings.

How should I correct a submitted line item?

Create an amendment or change order that references the original form, lists the corrected lines, and obtains approvals from the same signers. Maintain both versions for auditability.

What retention period applies?

Retain procurement and acceptance records for at least 3 years after final acceptance to support audits; longer retention may apply for warranty, tax, or regulatory reasons.

Who is authorized to sign?

Signers should be named in contract documents or have delegated authority from the owner, contractor, or client. Authority should be documented to reduce disputes.

Plant Selection Form

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

PLANT SELECTION FORM AND SUPPLY AGREEMENT

This Plant Selection Form and Supply Agreement ("Agreement") is entered into as of by and between ("Supplier") and ("Client").

WHEREAS

WHEREAS, Supplier is in the business of supplying nursery stock, plants and related horticultural materials and services; and

WHEREAS, Client requires certain plants and planting services for the project located at and desires to procure such plants and related services from Supplier in accordance with the terms set forth herein; and

WHEREAS, the parties wish to memorialize plant selection, pricing, delivery, installation (if applicable), warranty and payment terms in this Agreement.

SCOPE OF WORK

Supplier shall provide the plant material, nursery stock, packaging, transportation and, if selected below, on-site installation services described in the Plant List and Scope below. Supplier's obligations are limited to the specific species, sizes, quantities and delivery/installation instructions set forth in this form.

Detailed Scope of Work

PLANT SELECTION (ITEMIZED)

Complete the itemized plant list below. Unit prices are estimates and subject to final invoice. Totals must be reconciled prior to delivery.

Botanical / Common Name

Qty

Pot/Size

Estimated Unit Price

Requested Delivery Date

Estimated Total Contract Amount

PAYMENT TERMS

Client shall pay Supplier in accordance with the following payment schedule. All monetary amounts are in local currency unless otherwise agreed in writing.

Deposit (non-refundable unless otherwise stated) Balance Payment Terms

Late payments shall incur a late fee of on any outstanding balance, together with the cost of collection, including reasonable attorneys' fees. Supplier may withhold delivery, suspend performance, or cancel this Agreement for nonpayment after providing the notice period set forth below.

DELIVERY, INSTALLATION & ACCEPTANCE

Delivery Address Requested Delivery Window

Installation required: If installation is required, Supplier will perform installation per the Scope of Work and will notify Client prior to arrival. Client shall ensure site access, permission and utilities as necessary.

Installation Notes / Special Site Requirements

Acceptance: Client shall inspect delivered plants within days of delivery and shall provide written notice of rejection of any nonconforming items. Failure to provide timely written rejection shall constitute acceptance of the delivered items.

WARRANTY

Supplier warrants that plants supplied under this Agreement will be true to the specified species or cultivar and free from pests and disease at the time of delivery. This warranty is limited to replacement of plant material or a refund of the purchase price at Supplier's election and for a period of months from delivery, subject to proper maintenance. This warranty excludes losses due to transplant shock, frost, vandalism, neglect, improper maintenance, site drainage issues, or acts of God.

SUBSTITUTIONS AND AVAILABILITY

Plants are subject to nursery availability. Supplier may propose reasonable substitutions if listed items are unavailable; substitutions require: Client approval Supplier discretion.

TERM AND TERMINATION

Term: This Agreement commences on and continues until unless earlier terminated as provided herein.

Either party may terminate this Agreement for material breach if the breaching party fails to cure the breach within days after receipt of written notice. Termination for convenience requires days' prior written notice.

CONFIDENTIALITY

Each party agrees to keep confidential all non-public commercial information, pricing, proprietary plant lists, and site plans disclosed by the other party, and shall not disclose such information to third parties except as required by law or as reasonably necessary to perform its obligations under this Agreement. Confidential information does not include information that is or becomes public through no fault of the receiving party.

GOVERNING LAW; ENTIRE AGREEMENT

This Agreement shall be governed by and construed in accordance with the laws of without regard to conflict of laws principles. This Agreement, including the Plant List and any written change orders, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior negotiations, proposals and communications. Any amendment must be in writing and signed by authorized representatives of both parties.

ADDITIONAL PROVISIONS

Permits and Approvals Special Instructions / Notes

Supplier (Printed):

By:

Date:

Client (Printed):

By:

Date:

What the Plant Selection Form Is and When to Use It

A Plant Selection Form documents species, sizes, quantities, planting locations, and supplier details for landscaping, restoration, or horticultural projects. It standardizes choices between clients, landscape architects, contractors, and nurseries so orders, permits, and installation plans match expectations. The form commonly includes site identifiers, sun/shade notes, irrigation needs, hardiness zones, and any cultivar or provenance requirements. Using a consistent form reduces rework, helps obtain local permits, and provides a single record for warranties, maintenance plans, and procurement.

Why a Structured Plant Selection Form Matters

A clear Plant Selection Form reduces ordering errors, speeds procurement, and documents specifications for installation and maintenance. It creates a single source of truth across stakeholders and supports compliance with local planting, invasive-species, and warranty requirements.

Who Typically Completes and Signs a Plant Selection Form

Each signer role should be identified on the form with name, title, organization, and a signed date to establish accountability and a traceable decision record.

Landscape architects and designers who specify species, planting locations, and maintenance notes.
Project managers or general contractors who confirm availability, quantities, and installation timing.
Property owners or facility managers who approve final selections and budgets.

Core Sections to Include in a Professional Plant Selection Form

A comprehensive form groups plant specifications, project context, procurement details, and authorization fields so every party can act on the same information.

Project Header

Project name, address, site plan reference, client contact, and project phase for clear identification and cross-referencing.

Species Details

Botanical and common name, cultivar, plant symbol, size/grade, quantity, and container type to prevent substitution errors.

Placement Notes

Exact planting location, planting depth, soil amendments, root-ball orientation, and microclimate conditions for installers.

Procurement Info

Preferred supplier, lead time, delivery window, alternates, and pricing line items for purchasing and scheduling.

Maintenance & Warranty

Initial care instructions, watering schedule, establishment period, and supplier warranty terms to support handover.

Authorization

Signatures, printed names, dates, and role designation to confirm approval and permit submission readiness.

Required Form Fields for Accuracy and Traceability

Project ID: Unique project reference

Plant ID: Internal plant code

Scientific Name: Botanical species

Size / Grade: Caliper, height, or container size

Quantity: Number ordered

Authorized Signer: Name and role

Step-by-Step: How to Complete the Plant Selection Form

Follow these steps to ensure selections are clear, verifiable, and ready for procurement or permitting.

01

1. Identify Project: Enter project name, address, and reference plan.
02

2. Specify Plants: List scientific name, cultivar, size, and quantity for each line item.
03

3. Add Placement Notes: Describe location, soil conditions, and irrigation needs.
04

4. Obtain Approvals: Collect signatures, dates, and supplier confirmations.

How to Configure an Online Version of the Form

An online form should collect the same fields, enforce formats, and route approvals automatically.

Field	Configuration
Botanical Name	Text input with validation and no abbreviations
Quantity	Numeric field with minimum value 1
Delivery Date	Date picker, MM/DD/YYYY enforced
Approver	Role-based signer field with email routing

Where to Send or File the Completed Form

Routing depends on project workflows; route copies to procurement, installation teams, and owner records.

Procurement Team: Sends purchase orders to selected nurseries or suppliers.
Installation Crew: Receives placement notes and planting schedule.
Owner / Facility: Keeps approved selections for maintenance handover.
Permit Authorities: Submit when required by municipal planting or street-tree permits.

Digital Signing and Submission: Platform Considerations

Ensure the chosen system provides reproducible records, accessible audit logs, and retention capabilities aligned with your compliance needs.

Document Formats: PDF and DOCX support
Integrations: CRM and cloud storage connections
Authentication: Email, SMS, or stronger methods

Typical Timelines and Deadlines to Track

Plant procurement and installation follow interdependent deadlines for ordering, delivery, installation, and warranty start dates.

Order Lead Time:

Place nursery orders 4–12 weeks before install depending on species

Delivery Window:

Confirm 7–14 day delivery window with supplier

Installation Date:

Agree on a two-day flexibility window for weather

Warranty Start:

Warranty typically starts on final acceptance date

Permit Filing:

Submit plant permits per municipality timelines

Common Errors to Avoid on a Plant Selection Form

Using common names only, which enables supplier substitutions and species errors.
Leaving size/grade ambiguous, causing over- or under-sized deliveries and cost adjustments.
Omitting site microclimate notes, which leads to inappropriate species placements.
Failing to confirm supplier lead times before committing to installation dates.

Risks and Consequences of an Incorrect Form

Installation Delays: Increased labor and schedule costs

Substandard Materials: Wrong species or sizes delivered

Permit Rejection: Local authority may reject incomplete submissions

Warranty Void: Incorrect data can void supplier warranties

Budget Overruns: Reorders and change orders increase cost

Liability Exposure: Wrong planting causing property damage or safety risks

Real-World Examples of Plant Selection Form Use

These short case summaries show how forms are used to reduce confusion and align stakeholders.

Campus Renovation

A university used a standardized Plant Selection Form to coordinate dozens of species across multiple contractors

Reduced installation errors by centralizing specifications across three contractors
The completed forms became part of the maintenance binder and simplified warranty claims after establishment.

Municipal Streetscape

A city required forms with cultivar provenance and size to approve street-tree plantings

This avoided native vs. invasive issues and clarified root-zone requirements
Inspectors used submitted forms to verify compliance at final inspection and tied them to the planting permit number.

Practical Tips for Accurate and Efficient Completion

Adopt these practices to minimize rework and to make procurement and installation predictable.

Standardize Naming

Use full botanical names and established codes to avoid ambiguity between common names and regional variants.

Validate Supplier Availability

Confirm stock and lead times before locking installation dates to avoid costly rescheduling.

Use Digital Templates

Structured digital forms reduce transcription errors and enable conditional fields for species-specific notes.

Preserve an Audit Trail

Record approvals, changes, and supplier confirmations with timestamps to support warranty and dispute resolution.

Representative eSignature Vendor Comparison for Plant Selection Forms

Comparison of common vendor criteria relevant when selecting a platform to digitize and sign Plant Selection Forms. Pricing is plan-based and presented for annual billing where applicable.

	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	Yes, 7-day trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Plant Selection Form vs. Purchase Order vs. Planting Permit

Compare related documents to clarify purpose and when to use each in project workflows.

Document	Purpose	Typical Use
Plant Selection Form	specification record	sets species and placement
Purchase Order	procurement commitment	triggers supplier delivery
Planting Permit	regulatory approval	required for public/right-of-way
Installation Checklist	execution verification	confirms proper planting

Frequently Asked Questions About the Plant Selection Form

Answers to common questions about completion, signatures, eSubmission, and recordkeeping for Plant Selection Forms.

Need help? Contact support

What if I only know common names?
Enter the common name and add a best-effort botanical name field; follow up with the supplier to confirm the exact species. Ambiguity can lead to substitutions and should be resolved before purchase.
Is notarization required?
Most plant selection forms do not require notarization. Notarization or witnessed signatures may be needed for contracts, permits, or certain municipal approvals—verify with the permit authority.
Can the form be signed electronically?
Yes. Electronic signatures meeting ESIGN (15 U.S.C. ch. 96) and applicable state UETA rules are generally enforceable for procurement and authorization. Exceptions exist for documents statutorily required to be notarized or for certain court filings.
How should I correct a submitted line item?
Create an amendment or change order that references the original form, lists the corrected lines, and obtains approvals from the same signers. Maintain both versions for auditability.
What retention period applies?
Retain procurement and acceptance records for at least 3 years after final acceptance to support audits; longer retention may apply for warranty, tax, or regulatory reasons.
Who is authorized to sign?
Signers should be named in contract documents or have delegated authority from the owner, contractor, or client. Authority should be documented to reduce disputes.

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