Contractor field guide · Free template
Preserve the old choice. Approve the new one.
When the customer changes a color, finish, fixture, layout, or model, document the exact before-and-after decision and every consequence before cancelling or ordering.
The short answer
A selection change is a before-and-after decision record.
Identify the previously approved product and the revised product with model, finish, color, size, quantity, sample, and photo references. Then document whether the original was ordered, its cancellation or return consequences, the new product’s lead time, and every price, installation, warranty, and schedule effect.
The revised approval should state that it supersedes only the identified prior selection, not unrelated scope or contract terms.
Before the revised order
Capture the decision and its downstream effects.
- 01
Retrieve the approved selection
Use its signed selection sheet, sample number, photo, model, finish, drawing, or prior change-order reference.
- 02
Identify the revised selection
Record manufacturer, model/SKU, color, finish, size, quantity, orientation, layout, and accessories.
- 03
Check the order status
Confirm not ordered, ordered, shipped, delivered, fabricated, installed, returnable, or nonreturnable.
- 04
Price every consequence
Show product difference, credit, tax, freight, restocking, cancellation, added labor, modification, and disposal.
- 05
Set timing and approval boundary
State lead time, installation and completion effects, decision deadline, and exactly which prior choice is superseded.
Copyable template
Customer selection change approval
Attach side-by-side photos or samples and the current supplier order status. Keep product differences separate from changed installation work.
Create and sign it with JobSign →- Project & selection category
- [Property, room/area, cabinets/tile/paint/fixture/hardware/etc.]
- Prior approval reference
- [Selection sheet, change order, drawing, sample, photo, signature, and approval date]
- Previously approved
- [Manufacturer, product, model/SKU, color/finish, size, quantity, layout, accessories]
- Revised selection
- [Manufacturer, product, model/SKU, color/finish, size, quantity, layout, accessories]
- Visual record
- [Physical sample ID, side-by-side photo, product-data attachment, and accepted natural variation]
- Original order status
- [Not ordered / ordered / shipped / delivered / fabricated / installed; date and supplier confirmation]
- Cancellation & disposition
- [Returnability, restocking, freight, cancellation, resale, storage, ownership, or disposal]
- Price change
- Product difference $___ + tax/freight/fees $___ + changed work $___ − credit $___ = $___
- Installation impact
- [Preparation, dimensions, layout, accessories, trades, adjacent finishes, maintenance, or warranty]
- Schedule & deadline
- [New lead time, installation/completion effect, decision deadline, and late-decision consequence]
- Superseded decision
- [This approval replaces only selection ___ dated ___; all other terms remain unchanged]
Adapt this operational template to your contract and jurisdiction. It is not legal advice or a guarantee that photographed colors match physical materials.
Four field examples
The product decision can affect more than product cost.
Finish and hardware revised
White with nickel becomes green-gray with black hardware. Confirm cabinet order cutoff, hardware hole spacing, finish sample, price, and lead time.
Pattern and layout changed
Stacked field tile becomes patterned tile. Record lot/sample, waste, layout drawing, trim, substrate needs, added labor, and matching limits.
Fixture model replaced
Document dimensions, finish, rating, mounting, lamp/driver, order return, electrical modification, price, and arrival date.
Color changed after purchase
Record old/new manufacturer color and sheen, purchased quantity, tint return limits, repaint scope, sample approval, and schedule.
Attachment checklist
Make the revised selection identifiable later.
Physical reference
Record sample number, date, viewing conditions, and natural variation acknowledged.
Side-by-side evidence
Photograph old and new choices together, while noting screens can shift color and scale.
Exact product identity
Attach model, SKU, finish code, dimensions, quantity, accessories, and relevant instructions.
Supplier confirmation
Retain availability, lead time, cancellation, return, restocking, freight, and cutoff information.
Research basis
Product details belong in the written agreement.
California CSLB advises describing home-improvement products using details such as quantity, manufacturer, model, style, and color, and says covered price or scope changes must be written and signed before changed work begins. Its consumer guide demonstrates why exact product descriptions are clearer than generic labels.
Oregon CCB recommends signed written change orders, and its public example records a countertop selection change together with revised price and completion date. FTC shopping guidance also recommends checking return policies, availability, total cost, shipping dates, and keeping order records. Apply the supplier’s actual terms rather than assuming every special order is nonreturnable.
- California CSLB: Home Improvement Contracts ↗
- Oregon CCB: Sample Change Order ↗
- FTC: Avoiding Ordering Problems ↗
The agreement, supplier terms, and applicable law control cancellation, returns, charges, warranties, and required approvals. This guide provides general operational information.
Selection change questions
Does changing a finish require a change order?
It may when the selection changes contract documents, cost, work, or schedule. Follow the agreement and applicable law.
What if the original product was already ordered?
Get the actual order status and confirmed return, cancellation, restocking, freight, ownership, or storage consequences in writing.
Is a photo enough to approve a selection?
No. Pair it with exact manufacturer, model, finish, size, quantity, sample, and specification information.
What if the revised selection costs less?
Show the product credit and any retained cancellation, restocking, freight, or changed-labor costs separately, then state the net change.
Before cancelling or ordering
Put both selections beside the signature.
Attach the samples and order status, record every downstream effect, and send the revised decision through JobSign.
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