Free template
Substitution request template
Use this when you want to install something other than what the spec names. It puts the comparison the architect needs on one page.
Short answer
A substitution request asks the architect to accept a product other than the one the spec names. It should identify the spec paragraph and the specified product, describe the proposed product, compare the two property by property, state the reason and the effects on cost, schedule, and other work, and attach the proof. This free template covers each of those.
Substitution request
Products
| Specified | Proposed | |
|---|---|---|
| Manufacturer | ||
| Product / model |
Reason for the request
Side-by-side comparison
| Property (from the spec) | Specified | Proposed | Source (test, data sheet page) |
|---|---|---|---|
Effects of the change
Attached
Requester's statement
We have investigated the proposed product and find it equal to or better than the specified product in every property listed in the spec. We will coordinate the change with affected work and cover any redesign or added cost it causes to others, unless noted above.
Reviewer response
What makes a request get accepted
The architect is asking one question: is the proposed product at least as good as the specified one, in every way the spec cares about? Make that easy to answer.
- Pull the comparison rows from the spec, not the brochure. List the properties the spec section actually states, such as ratings, dimensions, finishes, and listings, and put the specified value next to the proposed one.
- Cite the source for every proposed value. A data sheet page or a test report number. "Equal" with no numbers gets rejected.
- Be honest about the differences. If the proposed product is worse on one property, say so and explain why it does not matter here. Reviewers find it anyway.
- Price and schedule it. A credit to the owner or a real lead-time problem is often what moves a request from "no" to "yes".
Once a substitution is accepted, the submittal still has to match the accepted product and reference the acceptance. Run the pre-submittal checklist for your division before you send it.
Frequently asked questions
When should I send a substitution request?
Before the product shows up in a submittal. Division 01 of most project manuals, often Section 01 25 00 Substitution Procedures, sets a deadline for requests, sometimes a set number of days after award, and may say late requests will not be considered. Check yours before you price the swap.
Is a substitution the same as an or-equal?
No. An or-equal is a product that meets a spec that already allows equals, and it is judged against the named product's properties. A substitution is a request to change what the contract requires, and it goes through the Division 01 procedure. See or-equal vs substitution for the full comparison.
Can I use this form if my project requires CSI Form 13.1A?
No. If the project manual names a specific form, use that one. This template works for projects that leave the format to the contractor, and as a worksheet to organize the comparison before you fill in the required form.