STANDARD
INTEGRITY
INSTITUTE

SII / MATERIAL CONFIRMATION SHEET

The brand is listed.But which product are you buying?

One brand can have many models, thicknesses and fittings. Identify the actual product, quantity, location and installation scope. If it changes, record the replacement, price difference and approval before treating it as agreed.

Find the questions for your materials Go to the copyable inquiry

An unclear specification needs clarification. It is not evidence of poor workmanship; a detailed specification is not a quality guarantee.

SII / MATERIAL SCHEDULE NOTE

What you chose. What the quote names.

Product: Brand + series / model
Specification: Size, thickness, grade, colour
Use: Quantity, location, installation
Reference: Schedule, product sheet, sample

COMPARE THESE DETAILS BEFORE A SUBSTITUTION.

Reading illustration only. Not an actual report, construction specification or certification.

Find these six details for each material.

The quote need not become a technical manual. It should identify what you are buying, where it will be used and how the agreed details can be checked.

Which product?

Name the brand and series, model or another identifier for the actual product.

Which specification?

Include relevant dimensions, thickness, grade, colour, finish or performance requirements.

How much, and where?

Link quantity, unit and location to the work item. Mark estimated quantities separately.

How is it installed?

State relevant fixing, preparation, edging, wiring, waterproofing, protection or testing.

What can you check it against?

Reference the schedule, drawing, product sheet or sample number, with date and version.

What happens if it changes?

Record substitution conditions, approval, price, timing, warranty and document updates.

Choose a material. Get the right questions.

Start with the quoted line, then ask for the missing detail. These simplified examples explain what to clarify; they do not prescribe materials, technical specifications or a mandatory quote format.

THE QUOTED LINE

Living-room cabinetry: lump sum

WHAT THIS LINE DOES NOT TELL YOU

Two cabinets can have the same dimensions but different boards, internal layouts and hardware. “Cabinetry” alone does not tell you what is included.

ASK FOR THESE FOUR DETAILS

What are the board type, series/model, grade, thickness and finish?
Which drawing shows the cabinet dimensions, internal layout, quantities and locations?
What are the brands, models, grades and quantities of hinges, runners and handles?
Are worktops, backs, edging, special fabrication and final finishes included in the price?

Go to the copyable inquiry

“Or equivalent.” Equivalent in what way?

Substitution is not automatically a problem. An undefined original product, unpriced change or unclear approval process is what needs attention. Ask for these four steps before the change.

Put the original beside the replacement
List both brands, models, dimensions, grades, quantities and key performance details. “An upgrade” is not a comparison.
State what must remain comparable
Which functions, appearance, dimensions, durability or warranty conditions must be maintained? Ask for product sheets, samples or appropriate professional input.
Agree who approves, and when
Identify who proposes and confirms the change and what information they need. Keep the dated approval and revised document; follow the agreed process.
Record the effects, including no change
Does the substitution affect price, delivery, programme, installation, warranty or payment? Separate agreed changes, unchanged terms and unresolved points.

A matching name or price does not establish equivalence. Suitability and performance still need project-specific confirmation by an appropriate professional.

SII / REQUEST FOR CLARIFICATION

Ask for the missing detail in one message.

This inquiry follows your material choice: four category questions plus six general checks. Add the work item and quote version before sending. Remove inapplicable questions after pasting.

Get the answers into the documents.

“No problem” does not identify a product. Ask for the model, specification and agreed terms in the quote or matching schedule.
Distinguish unselected items, allowances and confirmed specifications. Name who confirms them and when; an allowance is not a fixed price.
Align specifications, quantities, installation and finishing scope before comparing another quote.

Cabinetry and hardware

Complete ten-question inquiry; select text to copy

Hello, please clarify the following material quotation.
Work item / location: ___
Quote date / version: ___

Cabinetry and hardware

1. What are the board type, series/model, grade, thickness and finish?

2. Which drawing shows the cabinet dimensions, internal layout, quantities and locations?

3. What are the brands, models, grades and quantities of hinges, runners and handles?

4. Are worktops, backs, edging, special fabrication and final finishes included in the price?

5. Please link the brand, series/model and specification to the relevant schedule, product sheet or sample number, with its date and version.

6. Please list quantities, units and locations, together with the relevant installation, preparation, edging, protection and testing scope.

7. For unselected materials, what provisional specification or allowance applies? Who confirms the selection, by when, and how are amounts above the allowance handled?

8. For substitutions, please compare the original and replacement, define equivalence, identify who approves, and explain written approval and document updates.

9. Does a substitution affect price, arrival date, programme, installation, warranty or payment? Please list the effects separately.

10. What records are used to check materials on delivery and completion? Who records, confirms and resolves differences?

Please add the agreed answers to the same-version quote or schedule. List unresolved items separately, with a responsible person and confirmation date. Thank you.

Copies text only. It does not send a message, upload files or store your information.

STANDARD INTEGRITY INSTITUTE
DOCUMENT REVIEW

SII reviews the documents. Not the material’s quality.

We review the quote and attachments you submit for missing specifications, conflicting details and unclear substitution or delivery terms. LEVEL 1–5 describes Document Maturity only, not product quality or contractor capability.

Transparency

Are the actual product and specifications identified?

Consistency

Do the quote, drawings and sample agree?

Reasonableness

Are price differences and substitution terms explained?

Executability

Who confirms, tests and resolves differences?

Public criteria related to material information

SII-R004Missing brand or model SII-R008Missing material specifications SII-R014Missing change-order process SII-R018Missing wire or pipe specifications SII-R021Missing glass thickness SII-R027Missing waterproofing method

View all SII-R001–SII-R030 criteria

Not sure which information is missing? Submit the quote with the material schedules, drawings and attachments you already have to receive Free Key Results.

Upload your quote for Free Key Results

Common material-specification questions.

Is naming the brand enough?

One brand may have several series, models, sizes, thicknesses, colours and fittings. Identify the actual product, then link it to the quantity, location and installation scope. A well-known brand does not make the document complete.

Can I sign before all materials are selected?

Selection status alone cannot answer that. For unselected items, record a provisional specification or allowance, selection deadline, approver, substitution process, price treatment and programme effects. Seek appropriate professional advice on the actual agreement and any legal questions.

Is “or equivalent” always a problem?

No. Identify the original specification, the conditions the replacement must maintain, the comparison documents and who gives written approval. Record price, timing and warranty effects. An identical price alone does not establish equivalence.

Must every specification be written on the quote?

No. Schedules, drawings, product sheets, sample approvals and contract attachments can provide the detail. Identify dates, versions and work-item references. If documents conflict, ask which version applies and have them updated rather than guessing.

Does SII recommend brands or judge material quality?

No. SII reviews document information and structure. It does not provide brand recommendations, material or engineering certification, design advice, market-price appraisal, site supervision, contractor ratings, quality guarantees or legal determinations.

General guidance for reading documents and asking questions—not construction instructions or material-selection advice. Refer technical, site and legal issues to appropriate professionals for the specific project.