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Tile Selection Form

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Tile Selection Form

Client Name:   Project Name:

Contractor Name:   Contractor Contact:

WHEREAS

WHEREAS, Client desires to select and approve tile materials for the Project identified above and to engage Contractor to procure and install the selected tile in accordance with the terms of this Tile Selection Form and the accompanying contract documents; and

WHEREAS, Contractor represents that it is experienced in tile procurement, selection assistance, and installation, and agrees to provide tile samples, product specifications, and installation guidance to Client as specified in this document; and

WHEREAS, the parties intend for this Tile Selection Form to constitute a binding selection and specification addendum to the parties' project agreement setting forth selected products, quantities, pricing estimates, and certain contract terms regarding selection approval, delivery, and payment.

Scope of Work

Tile Selections

The following selections constitute the Client-approved tile specifications for procurement and installation. Unless otherwise noted, quantities are approximate and subject to final measurement by Contractor prior to ordering.

Manufacturer:   Product Name:

SKU:   Color/Finish:   Size:

Quantity (units/sqft):   Location:   Unit Price: $

Sample Approved:   Estimated Lead Time:

Manufacturer:   Product Name:

SKU:   Color/Finish:   Size:

Quantity (units/sqft):   Location:   Unit Price: $

Sample Approved:   Estimated Lead Time:

Manufacturer:   Product Name:

SKU:   Color/Finish:   Size:

Quantity (units/sqft):   Location:   Unit Price: $

Sample Approved:   Estimated Lead Time:

Payment Terms

Contract Price (estimated): $   Deposit Amount: $   Deposit Due:

Balance Due On:   Late Fee:

Term and Termination

Agreement Start Date:   Agreement End Date (if applicable):

Termination Notice Period (days):

Either party may terminate this selection and procurement portion of the agreement for material breach if the breaching party fails to cure within the notice period specified above. Termination does not relieve Client of payment for tile received or work performed prior to termination.

Confidentiality

Each party shall keep confidential all trade secrets, pricing, supplier terms, and other proprietary information disclosed in connection with tile selection and procurement, and shall not disclose such information to third parties except as required to perform the services or as required by law. Confidential information does not include information that is or becomes publicly available through no fault of the receiving party.

Warranties, Variations and Acceptance

Contractor warrants that tiles supplied will conform to the specifications listed herein at time of order. Client acknowledges that natural materials and manufacturing tolerances may produce color and shade variations; minor color and shade variations shall not constitute a defect. Final acceptance of installed tile is conditioned on Client inspection at substantial completion; any deficiency claims must be made in writing within seven (7) days of substantial completion unless otherwise specified.

Governing Law

This Tile Selection Form and any disputes arising out of it shall be governed by and construed in accordance with the laws of the State of , without regard to its conflicts of law rules.

Entire Agreement

This Tile Selection Form, together with any referenced contract documents and purchase orders, constitutes the entire agreement between Client and Contractor with respect to tile selection, procurement, and related responsibilities and supersedes all prior negotiations and agreements, whether written or oral, relating to the subject matter herein.

By checking the box below and signing, Client and Contractor acknowledge and agree that the selections, quantities, pricing estimates, lead times, and terms set forth in this document are accurate to the best of their knowledge and form a binding part of the parties' project agreement.

I acknowledge selections and terms:

Client Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

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What the Tile Selection Form Is and why it matters

A Tile Selection Form records the buyer’s or project owner’s choices for tile materials, finishes, sizes, quantities, and delivery instructions for a construction, renovation, or interior design project. It creates a clear, auditable record that suppliers, contractors, and project managers use to place orders, confirm lead times, and schedule installation. The form typically includes SKU or product codes, color/finish samples, requested delivery windows, acceptance of substitution rules, and signature lines for authorization. Accurate completion reduces errors, delays, and disputes during procurement and installation.

Why using a Tile Selection Form improves project clarity

A standard Tile Selection Form centralizes selection data, aligns buyer and vendor expectations, and creates a verifiable record for ordering, billing, and installation. It reduces rework and clarifies responsibility for changes or shortages.

Why using a Tile Selection Form improves project clarity

Who typically completes and relies on this form

The Tile Selection Form is used by multiple project participants to confirm material choices and delivery details before orders are placed.

  • Homeowners and buyers who must approve tile samples and finishes before purchase and installation.
  • Interior designers and architects who specify products and confirm substitutions or alternates.
  • Contractors and procurement managers who use the form to place orders and schedule deliveries.

Sharing a single completed form with suppliers and contractors reduces misunderstandings and supports timely procurement and installation.

Core sections you should include on a professional Tile Selection Form

A complete form groups selection data, logistics, and approvals so suppliers can fulfill orders without follow-up questions, and project teams can track status.

Product details

SKU, manufacturer, model, size, and finish for each tile line item so suppliers can identify exact products and verify availability prior to ordering.

Quantity and coverage

Quantity per room or area, square footage coverage, and waste percentage allowance (e.g., 7–10%) so order volumes match on-site needs.

Color/sample reference

Sample IDs, color codes, or photo references to avoid confusion between similar finishes and to document which sample was approved.

Delivery schedule

Requested delivery windows, site address, receiving contact, and staging instructions to align supplier lead times with installation milestones.

Substitution rules

Permissions for acceptable substitutes, escalation contact for unavailable items, and approval thresholds for minor product changes.

Signatures and dates

Authorization lines for buyer, designer, and contractor with printed name, role, and date to establish acceptance and ordering authority.

Step-by-step: completing and confirming selections

Follow these steps to ensure selections are documented, validated, and shared with procurement and installation teams.

  • 01
    Gather samples: Collect and label physical or digital samples for review.
  • 02
    Record choices: Enter SKU, finish, and quantities on the form.
  • 03
    Confirm logistics: Specify delivery window and receiving contact.
  • 04
    Sign and distribute: Authorized parties sign and send copies to supplier and project file.

Configuring an online Tile Selection workflow

When running the form electronically, set up field logic, notifications, and integrations to streamline ordering and approvals.

Field | Configuration Behavior and settings
Template Create reusable template with locked mandatory fields.
Conditional Fields Show supplier or substitution fields only if item is backordered.
Notifications Email or SMS alerts to procurement and receiving contacts.
Authentication Use email verification or stronger signer authentication when required.

Where to send the completed Tile Selection Form

Route the completed form to stakeholders who need it for ordering, receiving, and project records to keep procurement and installation aligned.

  • Supplier / Vendor: Primary recipient for placing the order and confirming lead times.
  • Project Manager: Maintains the procurement schedule and coordinates installation.
  • Receiving / Site Contact: Handles onsite acceptance and staging instructions.
  • Accounting / Purchasing: Retains for invoicing, cost tracking, and audit trail.

Digital signing and file formats to support electronic workflows

Choose a platform that accepts common document formats and integrates with procurement tools to reduce manual re-entry.

  • Document formats: PDF, DOCX, and Excel are commonly supported.
  • Integrations: Link to systems like Salesforce, NetSuite, or Google Workspace.
  • Authentication: Email, SMS code, or advanced signer verification.

eSignature vendor comparison for signing Tile Selection Forms

Simple comparison of starting price and common features across major eSignature vendors; signNow is listed first per vendor ordering rules.

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 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

Who is authorized to sign a Tile Selection Form

Homeowner / Buyer

The individual or authorized representative who controls payment and final material approval. Their signature binds the buyer to quantities, finishes, delivery terms, and any agreed substitution rules for the project.

Contractor / Project Manager

The contractor or delegated project manager with purchasing authority who confirms alignment with project schedule, coordinates ordering, and accepts responsibility for on-site receiving and installation coordination.

Essential data items to collect on the form

Project ID: Unique project reference
Tile SKU: Manufacturer product code
Color / Finish: Exact finish name
Quantity: Count and unit
Delivery Date: MM/DD/YYYY
Approval Signature: Signer name and date

Common timelines and deadlines related to tile selections

Set clear deadlines for selections and order placement to align supplier lead times and installation schedules.

Selection deadline:

Date by which buyer must finalize all tile choices

Supplier lead time:

Manufacturer lead time before shipment

Installation start:

Scheduled start date for on-site installation

Change order cutoff:

Final date for non-material changes without extra cost

Warranty registration:

Deadline to register product warranty with vendor

Key project milestones from selection to signoff

Milestones show the sequence from initial choices to final installation and acceptance; track each milestone to avoid schedule slip.

01

Design Approval

Finalize samples and confirm selections

02

Procurement / Order

Place orders with suppliers and confirm lead times

03

Receiving / Inspection

Receive shipments and inspect for damage or shortages

04

Installation & Signoff

Complete installation and obtain final acceptance

Common mistakes to avoid when preparing the form

  • Using ambiguous product descriptions instead of SKUs leads to wrong items being delivered and costly returns.
  • Failing to account for waste percentage causes shortages during installation and may delay completion.
  • Not confirming lead times before scheduling installation can result in idle labor and extended project timelines.
  • Omitting delivery contact details or access restrictions creates receiving problems and may incur re-delivery fees.

Risks and potential costs of incorrect or incomplete selections

Delayed delivery: Additional shipping or expedited fees
Wrong SKU: Replacement cost and installation rework
Warranty void: Unapproved substitutions may negate warranty
Change order costs: Additional labor and material charges
Installation delays: Project timeline and subcontractor impact
Payment disputes: Holdbacks or contested invoices

Download and export options for the completed form

Provide multiple export formats and supporting attachments so procurement, accounting, and on-site teams have the documents they need.

PDF export

Create a locked PDF copy for supplier acceptance and project records; include a timestamped audit trail when the form is signed electronically.

Editable DOCX

Provide an editable Word file for internal review or legal edits before finalization and conversion to PDF for distribution.

Spreadsheet output

Export line items and quantities to CSV or Excel for inventory checks, purchase orders, and cost estimating.

Attachment bundle

Include images of samples, spec sheets, and manufacturer cut-sheets as supporting documents with the signed form.

Practical tips for accurate and efficient completion

Adopt consistent practices to reduce ambiguity, speed approvals, and simplify supplier interactions.

Use manufacturer SKUs consistently
Record exact SKUs and manufacturer names to eliminate ambiguity; add sample photos when finishes are similar to avoid misinterpretation.
Set an internal approval cutoff
Establish a firm selection deadline that factors in supplier lead time and installation buffers to avoid last-minute rush orders.
Document substitution policy
Specify allowable substitutions and approval thresholds in writing so suppliers can act without causing delays, or escalate for written authorization.
Archive signed copies
Store executed forms with attachments in a central repository and retain per retention policy to support warranty claims and audits.

Frequently asked questions about the Tile Selection Form

Answers to common questions about signing, changing, and storing the form, and how to handle disputes or missing items.


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