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Pool and Spa Selection Form

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POOL AND SPA SELECTION FORM

This Pool and Spa Selection Form and Agreement is entered into by and between Client Name: and Contractor Name: on Date: .

Recitals

WHEREAS, Client owns or controls the property located at Property Address: (the Property), and desires construction, supply and installation of pool and/or spa equipment and finishes as selected below; and

WHEREAS, Contractor is duly qualified and experienced to provide design, materials and installation services for pools and spas and agrees to supply the items and perform the work set forth in this Selection Form in accordance with the terms of this Agreement.

WHEREAS, the parties intend for this Selection Form to document Client's selections, allowances and supplemental terms that will be incorporated into the underlying construction contract between the parties.

Scope of Work

Pool & Spa Selections

Pool Type:

Spa Option: Spa Size:

Equipment & Options

Pump:

Heater:

Filter Type:

Lighting:

Payment Terms

Total Contract Price: $

Deposit Amount (due upon execution): $

Late Payment Fee: . Client acknowledges that late payments may delay completion and that interest and collection costs may be assessed.

Term and Termination

Commencement Date: . Estimated Completion Date:

Either party may terminate this Agreement for cause upon written notice to the other party specifying the breach and providing a cure period of Notice Period (days): days. Termination procedures, final accounting and retention release will be handled according to the underlying construction contract and applicable law.

Confidentiality

Each party shall keep confidential all non-public technical, financial and business information disclosed in connection with this Agreement ("Confidential Information") and shall not disclose such information to third parties except as required to perform the Scope of Work or as required by law. Confidentiality obligations shall survive termination for a period of three (3) years.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of: , without regard to conflict of law principles.

Entire Agreement

This Selection Form and any referenced attachments constitute the entire agreement between the parties with respect to the subject matter herein and supersede all prior proposals, negotiations and representations, whether written or oral. Any modification must be in writing and signed by both parties.

Acknowledgement

Client acknowledges that selections made on this form are binding selections for the contract price and may incur change order charges if altered after procurement or installation. Client further acknowledges receipt of any manufacturer literature and understands that warranty terms are as stated by the manufacturer and are not extended by Contractor except as expressly provided in writing.

Client

Printed Name:

By:

Date:

Contractor

Printed Name:

By:

Date:

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What the Pool and Spa Selection Form Is

Pool and Spa Selection Form is a structured document used by homeowners, builders, and pool contractors to specify options, materials, dimensions, and accessory choices for a residential or commercial pool and attached spa. The form consolidates design selections, equipment preferences, finish materials, safety features, and service schedules into a single record that links to bids, permits, and contracts. When completed with signatures and dates, the form documents client approvals and creates an auditable trail for project scope and change-order decisions.

Why a Standardized Selection Form Matters

A clear Pool and Spa Selection Form reduces specification errors, speeds order processing, and documents customer approvals for permitting and billing. Standardizing choices lowers change orders, improves vendor communication, and preserves a traceable record for warranty, inspection, and contract enforcement needs.

Why a Standardized Selection Form Matters

Primary Users and Stakeholders

Typical users include homeowners, pool builders, landscape architects, and permitting officials who rely on the form to set project specifications.

  • Homeowners and owners making selections for finishes, equipment, and optional upgrades during contract negotiation.
  • Pool contractors and subcontractors coordinating orders, installation schedules, and material lists across suppliers and crews.
  • Local permitting officers and inspectors reviewing submitted specifications for code compliance and permitting approvals.

Completed forms streamline approvals, reduce rework, and create a single authoritative record for later warranty, inspection, and billing reference.

Core Sections to Include on the Form

A professional Pool and Spa Selection Form groups scope, finish choices, mechanical systems, safety features, schedule, and approvals into one auditable specification for contractors and permitting officials.

Design Specs

Describe pool and spa dimensions, depth profiles, decking type, slope tolerances, and any custom features such as vanishing edge, raised spa, or beach entry; include CAD or plan references to avoid ambiguity and misorders.

Finishes

Specify finish materials, brand names, color codes, tile sizes, coping options, and surface textures; list alternates and lead times so procurement teams can confirm availability before ordering long‑lead items.

Equipment

List pump models, filter types, heater or heat-pump specs, automation systems, salt-chlorination or chemical feeders, and estimated electrical requirements so electrical and mechanical contractors can bid accurately.

Safety

Document required safety features such as fences, self‑latching gates, covers, alarms, anti-entrapment drains, and lighting levels to comply with local code and HOA regulations and to support permit applications.

Schedule

Provide target start and completion dates, key milestone windows for inspections and rough inspections, sequencing constraints with other trades, and contingency allowances for weather or supply delays.

Signatures

Include signature blocks for owner, contractor, and any financing or lending party, with name, title, date, and a clause confirming acceptance of selections and responsibility for additional costs from later changes.

Essential Data Elements to Capture

Owner Name: Full legal name as on ID.
Property Address: Street address, city, state, ZIP.
Lot Dimensions: Length, width, depth measurements.
Pool Type: Pool, spa, or combined.
Equipment Options: Pumps, filters, heaters, controls.
Completion Date: Estimated substantial completion date.

Step-by-Step Completion Checklist

Follow this step-by-step sequence to complete and verify the Pool and Spa Selection Form before submission to contractors and permitting authorities.

  • 01
    Review Options: Check all selections for accuracy and compatibility.
  • 02
    Confirm Availability: Verify lead times and supplier stock.
  • 03
    Obtain Approvals: Collect signatures from owner and contractor.
  • 04
    Submit for Permit: File with local permitting office and attach form.

Online Form Workflow Settings

Key settings for digital completion and routing when you publish the Pool and Spa Selection Form online.

Field Configuration
Signature Field Require signer authentication with date stamp and audit trail.
Conditional Options Show accessory fields when selected to reduce clutter.
Attachments Allow PDF uploads for plans and permits.
Notifications Email alerts to owner, contractor, and permitting contact.

Digital Submission and Integration Considerations

Digital completion supports PDF, DOCX, and browser forms; integrate with CRM, cloud storage, and permitting portals for streamlined submission and recordkeeping.

  • File Formats: PDF, DOCX, Excel supported.
  • Integrations: Salesforce, NetSuite, Google Workspace.
  • Authentication: Email, SMS, or stronger methods.

Where Completed Forms Typically Go

This flow shows where to send the completed Pool and Spa Selection Form for ordering, permitting, and project scheduling with traceable confirmations.

  • Contractor: Deliver to lead installer for procurement and scheduling.
  • Permitting Office: Submit with required plans and fees for review.
  • HOA/Association: Provide disclosures and design selections for approval.
  • Lender / Escrow: Attach when financing or escrow holds selection approvals.

Key Deadlines and Timing Expectations

Typical timelines and deadlines for permits, inspections, deposits, and construction milestones associated with pool and spa projects.

Permit Application Submission Deadline to Authority:

Submit before scheduled inspection window to avoid delays.

Initial Deposit and Order Confirmation:

Pay deposit within contract timeframe to secure materials and pricing.

Inspection Scheduling and Availability Window:

Schedule rough and final inspections per local code intervals.

Change Order Notification Period Before Work Commences:

Notify within contract timeframe to price and schedule changes.

Final Walkthrough and Acceptance By Owner:

Complete acceptance and sign-off within agreed warranty start date.

Common Preparation Mistakes to Avoid

  • Selecting incompatible equipment or undersized pumps leads to performance issues, higher operating costs, and potential warranty voids if manufacturer specifications are not followed.
  • Vague finish descriptions, missing color codes, or absent sample approvals create disputes and delays in procurement, often requiring rework at additional expense.
  • Failing to confirm local code requirements or HOA restrictions can result in rejected permits, mandated design changes, and costly schedule interruptions.
  • Not documenting owner approvals for upgrades or change orders increases financial risk and may shift unexpected costs to the contractor or owner.

Penalties and Risks from Incorrect or Incomplete Forms

Permit Fines: Civil fines, stop-work orders.
Insurance Denial: Coverage denied for noncompliance.
Warranty Void: Manufacturer may void warranty.
Contract Disputes: Extra billing or litigation risk.
Work Delays: Additional time and costs.
Backup Withholding: Tax withholding if TIN missing.

eSignature Plan Comparison for This Form

Comparison of common eSignature plans and features relevant to electronic completion and signing of Pool and Spa Selection Forms.

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

FAQs and Troubleshooting

Common questions about completing, submitting, and electronically signing the Pool and Spa Selection Form, with practical answers for typical issues and platform considerations.


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