Material Approval Form – Template

Full Description

This material approval form (MAF) helps you track the approval of every material on your project by all the parties who need to sign off. It lets the whole team check proposed materials from a quality point of view, so materials arriving on site can be checked against a single approved document.

What is a material approval form?

A material approval form is a quality document used to submit a proposed material and record its review and approval by each responsible party. It describes the material, references the supporting documents and captures each reviewer’s decision. Once approved, it becomes the reference used to check deliveries on site. Many projects call it a MAF, and it is closely related to the material approval request (MAR) and material submittal.

When to use it

• Before ordering any material that needs design team or client approval.
• When several disciplines need to approve the same material, such as architectural and MEP.
• When proposing an alternative to a specified product.
• When a quality plan requires a documented approval for each material.
• When checking that materials delivered to site match what was approved.

What’s included

• An editable spreadsheet material approval form for any division of work.
• Space to track approvals from all parties: the general contractor or specialist contractor, the designers (architecture, structure and MEP), the consultant or engineer, and the client.
• A description section where the supporting quality documents can be referenced, such as technical data sheets, agreements and compliance statements.

How to fill it out

1. Give the form a number and enter the project, date and contractor submitting it.
2. Describe the material: product name, manufacturer, supplier, model or grade, and where it will be used.
3. Reference the specification section and drawings the material relates to.
4. In the description, list the supporting documents attached, such as technical data sheets and compliance statements.
5. Send the form to each reviewing party in turn and record their decision and comments.
6. Once all parties have approved, issue copies to the site team and supplier.
7. Use the approved form to check materials when they arrive on site.

Tips

• Attach complete supporting documents the first time. Missing data sheets are the most common reason for rejection.
• Track open forms in a register so approvals do not hold up procurement.
• Keep approved samples on site next to the form for quick comparison.

Related templates and guides

• Material Approval Form – Register to track all material approval forms.
• Material Approval Request for a simple submission to the owner or consultant.
• Non-Conformance Work Report for materials or work that do not meet requirements.
• Controlling Quality on the Construction Site

Frequently asked questions

What is a MAF form in construction?

MAF stands for material approval form. It is used to submit a material for review and record the approval of each party, such as the contractor, designers, consultant and client. The approved MAF is then used as the reference for checking materials delivered to site.

What is the difference between a material approval form and a material approval request?

The terms are often used for the same process. A material approval request is usually the submission asking for approval. A material approval form, as used here, focuses on tracking the review and sign-off by every party involved. Use the format your contract or quality plan calls for.

Who approves materials on a construction project?

It depends on the contract. Commonly the contractor reviews the material first, then the relevant designers, such as the architect, structural engineer or MEP engineer, review it, followed by the consultant or engineer and the client where required.

What documents support a material approval?

Typical supporting documents are technical data sheets, manufacturer catalogs, test reports, certificates, compliance statements, samples and any agreements with the supplier. The specification section for the material often lists exactly what must be provided.