How to record substitutions in a materials package
A substitution changes what was specified. Record who proposed it, why, what changes in cost and schedule, who approved it, and when, so the package stays traceable.
Every substitution should leave a paper trail: what was specified, what is offered, why, the effect on cost and time, who approved it and the date. Without a record, the question "who agreed to this?" has no answer after installation.
Why substitutions happen
Out-of-stock products, long lead times, price pressure, or a supplier's preferred alternative. None is wrong in itself; unrecorded changes are the problem.
The substitution record
| Field | What to write |
|---|---|
| Reference | Item and package number, link to the purchase order |
| Specified product | Manufacturer, model, standard |
| Proposed product | Manufacturer, model, datasheet attached |
| Reason | Availability, schedule, cost, performance |
| Differences | Property by property comparison |
| Cost and schedule effect | Increase, decrease or none, with the amount stated in the quote |
| Approver | Name, role, date, decision, conditions |
Compare properties, not names
List the properties that the specification cares about: dimensions, material grade, coating, strength, fire or moisture behavior, finish, warranty. Mark each as same, better or worse. A product that is better in one property and worse in another is not equivalent.
Who needs to approve
Finishes may be an owner or designer decision. Structural, fire, envelope or other safety-related items must go to the engineer of record, and the local authority where required. This page does not state that any substitute is acceptable.
Update the downstream documents
- Amend the purchase order (checklist).
- Update the submittal log (submittals).
- Tell the site team and the receiver so the arrival check uses the right reference (receiving).
- File final documentation.
Handling an unapproved substitution on arrival
Quarantine it, photograph labels, notify the supplier in writing, and do not install until the approver decides.
Questions people ask
What is a substitution?
Supplying a product different from the one specified, usually because the original is unavailable, late or costly.
Who approves a substitution?
The party responsible for the specification, and for structural or code-sensitive items the engineer of record and the local authority.
Is a supplier "equivalent" claim enough?
No. Equivalence must be shown against the specified properties and accepted in writing.
Where should the record live?
In the submittal log and attached to the purchase order.
Sources and further reading
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