Can this form be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA-adopting state laws, electronic signatures are legally valid when intent, consent, attribution, and record retention requirements are met.

Are there cases where eSignatures are not permitted?

Some categories are excluded from ESIGN/UETA such as wills, certain court filings, and specific notices. Verify whether your form falls into any statutory exceptions before relying solely on eSignatures.

What authentication level should I use?

Choose authentication proportional to risk: email for routine approvals, SMS or KBA for higher-risk approvals, and advanced signer authentication for regulated materials or high-value orders.

Do I need a notarization or witness?

Most material selection forms do not require notarization, but project contracts or declarations may. Check contract terms and state notary rules when notarization or witness signatures are specified.

How should I store signed forms securely?

Store final signed forms in an access-controlled repository with AES-256 at-rest encryption and TLS 1.2/1.3 in transit. Retain audit trails and version history for compliance and dispute resolution.

What if a signer’s name differs from internal records?

Mismatched signer names can raise enforceability questions. Correct name to match government ID or corporate records and capture an approval record explaining the discrepancy.

Electronic Signature
Templates
Miscellaneous
Product Material Selection Form

Product Material Selection Form

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

PRODUCT MATERIAL SELECTION FORM

RECITALS

WHEREAS, Client Name: and Manufacturer Name: (each a "Party" and together the "Parties") desire to document the selection and specification of materials to be used in the manufacture of the product identified below.

WHEREAS, the Parties intend that the selected materials, testing, sample approvals and payment terms set forth in this Product Material Selection Form will govern material procurement, approval and associated costs for the referenced product.

NOW, THEREFORE, the Parties agree as follows.

PARTIES & PROJECT IDENTIFICATION

Client Address Manufacturer Address Project / Order Name Product Name / SKU

SCOPE OF WORK / MATERIAL SPECIFICATIONS

The Manufacturer shall procure, inspect and, subject to Client approval, incorporate the materials described below into the Product. All materials must conform to the specifications, tolerances and testing requirements set forth in this form.

Material Specification & Requirements

MATERIAL SELECTION (ITEMIZED)

Material 1

Name / Specification Color / Finish Thickness / Size Unit Price Selected for production

Material 2

Name / Specification Color / Finish Thickness / Size Unit Price Selected for production

Material 3

Name / Specification Color / Finish Thickness / Size Unit Price Selected for production Additional Materials / Notes

PAYMENT TERMS

The Client shall pay the Manufacturer for materials and related work in accordance with the terms below. All monetary amounts are in the currency agreed between the Parties and exclude applicable taxes unless otherwise stated.

Estimated Total Material Cost Deposit Required Payment Schedule / Milestones Late Payment Fee

Late payments shall accrue interest at the rate specified above, applied monthly to outstanding balances after the due date. The Manufacturer may suspend procurement or delivery if invoiced amounts are more than the notice period past due.

TERM AND TERMINATION

This Form becomes effective as of the Start Date below and remains in effect until the End Date below, unless earlier terminated in accordance with this section.

Start Date:

End Date:

Termination Notice Period (days)

Either Party may terminate for cause if the other Party materially breaches this Form and fails to cure within the notice period specified above. Termination for convenience requires written notice in accordance with the Notices section.

CONFIDENTIALITY

Each Party shall hold in confidence all non-public information disclosed by the other Party in connection with the selection, testing and procurement of materials ("Confidential Information"). Confidential Information does not include information that is or becomes generally available to the public through no fault of the receiving Party, or that is rightfully obtained from a third party without restriction. The receiving Party shall use Confidential Information solely for the purposes of performing obligations under this Form and shall implement reasonable protections to prevent unauthorized disclosure.

GOVERNING LAW

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

Governing Law State

ENTIRE AGREEMENT

This Product Material Selection Form, together with any attachments or approved samples and written change orders signed by both Parties, constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior proposals, negotiations and representations, whether written or oral.

NOTICES

Client Notice Address Manufacturer Notice Address

APPROVALS & SAMPLE REQUIREMENTS

Samples, prototypes or test reports required for approval must be delivered in accordance with the schedule set forth above. Final production of materials shall not commence until written approval of samples or test results is provided by Client, except where written waiver is executed by Client.

Sample Provided? Yes Sample required prior to production

SIGNATURES

By signing below, the authorized representatives of the Parties acknowledge and agree that the material selections, specifications, payment and other terms set forth in this Form are binding upon the Parties in accordance with its terms.

Client:

By:

Date:

Manufacturer:

By:

Date:

What the Product Material Selection Form Is and When It’s Used

The Product Material Selection Form documents the materials, specifications, and quality requirements chosen for a product prior to procurement, prototyping, or production. It typically records material names, grades, finishes, tolerances, supplier preferences, safety ratings, certifications, and any regulatory constraints. Organizations use the form to create a traceable decision record that supports purchasing, engineering, quality assurance, and compliance reviews. That record reduces ambiguity between teams, helps vendors meet exact requirements, and serves as a baseline for change control and acceptance testing throughout product development and manufacturing.

Why a Clear Material Selection Record Matters

A well completed Product Material Selection Form reduces rework, prevents specification mismatches, and documents regulatory or safety obligations. It improves procurement accuracy, shortens supplier onboarding, and supports warranty and traceability obligations.

Who Typically Completes or Signs This Form

The form is used across product, procurement, quality, and regulatory teams before materials are ordered or approved.

Product Managers and Engineers responsible for nominal specifications and performance requirements.
Procurement and Sourcing teams who place orders and evaluate supplier capabilities and lead times.
Quality / Compliance personnel who confirm conformance to standards, testing, and regulatory obligations.

Multiple parties often sign: requesters, approvers, QA inspectors, and supplier representatives to verify acceptance of the listed materials and terms.

Core Sections to Include in a Professional Form

Structure the form into clear sections so reviewers can find key data quickly. Consistent layout speeds approvals and reduces the need for clarifying exchanges with suppliers.

Material Identification

Exact material name, manufacturer part number, grade or ASTM/ISO designation, and proprietary identifiers to avoid ambiguity during procurement and inspection.

Physical Properties

Required mechanical, thermal, electrical, or chemical properties with test method references (for example ASTM or ISO methods) and acceptable tolerance bands.

Finish and Tolerances

Surface finish requirements, coatings, dimensional tolerances, and inspection sampling plans to guide manufacturing and incoming inspection.

Regulatory & Safety

Applicable regulatory classifications, hazard statements, RoHS/REACH status, flammability ratings, and any required certification or testing evidence.

Supplier Details

Approved vendor name, supplier part number, lead time, lot traceability requirements, and contact information for quality or logistics escalations.

Approvals & Dates

Signed approval blocks for engineering, procurement, and quality with effective date, revision number, and change request reference for future amendments.

Step-by-Step: Completing the Form Before Procurement

Follow these sequential steps to ensure the material selection is complete, authorized, and traceable before issuing purchase orders.

01

Draft Specification: Populate material fields and attach supporting drawings or standards.
02

Technical Review: Engineering verifies properties, tolerances, and testing requirements.
03

Supplier Check: Confirm approved supplier availability and lead times.
04

Final Approval: Quality and procurement sign the approval block and set effective date.

Configuring an Online Workflow for the Form

When converting the form to an online workflow, set authentication, routing, and conditional rules to mirror existing approval practices.

Field	Configuration
Signature Type	Electronic signature or drawn signature field
Authentication	Email verification or SMS code for approvers
Conditional Logic	Show supplier fields only if custom vendor selected
Auto-reminders	Set reminders at 3 and 7 days for pending approvals

Typical eSubmission Flow for Review and Sign-off

An electronic submission follows predictable steps that preserve audit evidence and speed routing across departments.

Upload Document: Sender uploads completed form and attachments.
Assign Signers: Define approvers and their signing order.
Signer Authentication: Signers authenticate via email link or SMS code.
Completion & Archive: Signed copy and audit trail are stored for retention.

Technical Considerations for eSubmission and Signing

Ensure your platform supports required authentication, file formats, and integrations before going live.

File Formats: PDF, DOCX, and XLSX accepted for form templates.
Authentication Options: Email link, SMS code, or advanced signer authentication available.
Integration Targets: Connectors for ERP, PLM, and cloud storage are useful.

Confirm storage encryption, audit trail retention, and role-based access controls align with internal policies before accepting electronic signatures.

Typical Timelines and Internal Deadlines to Track

Set internal due dates aligned to procurement and production schedules to prevent delays once materials are specified.

Specification Finalization Deadline:

Complete form at least 30 days before planned purchase order issuance.

Supplier Lead Time Review:

Confirm lead times within 5 business days of submission to procurement.

QA Acceptance Window:

Schedule incoming inspection within 10 business days of delivery.

Revision Cycle:

Allow 7–14 days for engineering change approvals depending on impact.

Record Archival:

Archive signed form to records system within 14 days of final approval.

Common Preparation Errors to Avoid

Using vague material descriptions (for example 'stainless steel') without grade or standard often leads to incorrect shipments and rework.
Omitting supplier part numbers or acceptable alternates causes procurement delays and may force last-minute substitutions.
Failing to attach referenced test methods or drawings prevents QA from validating conformance and can block acceptance.
Not recording approver authority or date of approval creates audit issues and can invalidate the selection for compliance checks.

Risks and Potential Consequences of Incorrect Forms

Production Delays: Delayed shipments and idle production lines

Nonconforming Parts: Increased reject rates and warranty claims

Regulatory Exposure: Fines or recalls when safety standards are missed

Contract Disputes: Claims over specification compliance and cost responsibility

Higher Costs: Expedited shipments and rework increase unit cost

Traceability Loss: Inability to support root cause investigations

eSignature Platform Pricing and Feature Comparison

Compare common pricing and feature criteria for signing and routing the Product Material Selection Form. signNow appears first in the comparison as the listed vendor column.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
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 by plan	Varies by plan	Varies by plan

Frequently Asked Questions About the Form and Electronic Signing

Answers to common operational and legal questions when preparing, signing, and storing the Product Material Selection Form.

Need help? Contact support

Can this form be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA-adopting state laws, electronic signatures are legally valid when intent, consent, attribution, and record retention requirements are met.
Are there cases where eSignatures are not permitted?
Some categories are excluded from ESIGN/UETA such as wills, certain court filings, and specific notices. Verify whether your form falls into any statutory exceptions before relying solely on eSignatures.
What authentication level should I use?
Choose authentication proportional to risk: email for routine approvals, SMS or KBA for higher-risk approvals, and advanced signer authentication for regulated materials or high-value orders.
Do I need a notarization or witness?
Most material selection forms do not require notarization, but project contracts or declarations may. Check contract terms and state notary rules when notarization or witness signatures are specified.
How should I store signed forms securely?
Store final signed forms in an access-controlled repository with AES-256 at-rest encryption and TLS 1.2/1.3 in transit. Retain audit trails and version history for compliance and dispute resolution.
What if a signer’s name differs from internal records?
Mismatched signer names can raise enforceability questions. Correct name to match government ID or corporate records and capture an approval record explaining the discrepancy.

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