Free substitution request form
Ask for a product substitution the way reviewers want to see it: the specified and proposed products side by side, every difference listed, and the cost and schedule effects stated. Fill it in your browser and print it or save it as a PDF.
Saved automatically in this browser only. Nothing is uploaded. If your project manual includes its own substitution form (often in Section 01 25 00), use that form; this one covers the same information.
How to request a product substitution
A substitution is a request to use a product other than the one the contract documents specify. Most specifications control substitutions in Division 01, usually Section 01 25 00 Substitution Procedures, and many reject requests that are incomplete or late. The steps below cover what reviewers look for.
Substitution or “or equal”?
If the spec lists several acceptable manufacturers, using one of them is normally not a substitution; you still submit product data showing it meets the spec. A substitution is a product that is not listed, or a change from a “no substitutions” item. Read the Part 2 product article of the section: phrases such as “basis of design,” “or approved equal” and “no substitutions” decide which process applies.
When to submit
- During bidding: many projects allow prior-approval requests up to a deadline before bids are due. Approved products are added by addendum.
- After award: most specifications allow substitutions only within a limited time after the notice to proceed, and only for specific reasons such as unavailability.
- Requests after these windows are often returned unreviewed. Check Section 01 25 00 for your project’s dates.
What a complete request includes
- The specified product and the proposed product, by manufacturer and model.
- The reason for the request.
- A point-by-point comparison of the properties the spec requires.
- Every difference, including dimensions, weight, utilities and appearance.
- Changes needed to other work, and who pays for them.
- Cost and schedule effects.
- Product data, test reports, listings, samples and warranty.
- The contractor’s signed certification.
Why substitution requests are rejected
- Submitted after the deadline in Division 01.
- No comparison: just a cut sheet for the proposed product.
- Differences hidden or left out, then found by the reviewer.
- No benefit to the owner, such as cost, time or availability.
- Effects on other trades not addressed.
Need the comparison prepared for you? We build substitution requests with full product comparisons as part of our submittal preparation service. Pair this form with the free cover sheet builder and the free submittal log.
Frequently asked questions
What is a substitution request in construction?
A formal request to use a product other than the one specified. It shows how the proposed product compares with the specified product, why the change is requested, and its effect on cost, schedule and other work.
Is “or equal” the same as a substitution?
Not always. If the spec lists several acceptable manufacturers, choosing one of them is normally not a substitution. A product that is not listed, or a change to a “no substitutions” item, requires a substitution request.
When must a substitution request be submitted?
The deadlines are in Division 01, usually Section 01 25 00. Many projects allow requests before bids are due and for a limited time after award. Late requests are often returned unreviewed.
Is my information saved?
The form is saved in this browser on this device only. Nothing is uploaded. Print it or save it as a PDF to share it.
Want us to prepare the substitution request?
We build the point-by-point comparison and gather the product data, test reports and listings that support it.