Window and Door Contract Scope, Change and Warranty Checklist

1. Build one priced scope baseline

Reconcile the signed quotation, window schedule, BOQ, drawings, specifications and approved clarifications before deposit or production release. Give the baseline a revision and date; attach later documents rather than allowing them to silently replace it.

Record both included and excluded work. ‘By others’ must name the responsible party and interface, especially for site survey, structural design, embeds, flashings, perimeter membranes, sealants, lifting, installation, testing and protection.

2. Translate the named Incoterm into operational responsibilities

ICC states that Incoterms rules allocate particular delivery tasks, costs and risks between seller and buyer; they do not replace the sales contract or determine every issue. Record the rule and named place precisely—for example, not just ‘FOB’ without the named port and applicable Incoterms edition.

Create a responsibility line for export clearance, origin handling, main carriage, insurance, import clearance, duties, terminal charges and final delivery. Separately state document deadlines and the evidence needed for payment or claims.

Control question: At which exact point is delivery made under the agreed rule, and which costs before and after that point are included in the quoted price?

3. Tie payment milestones to verifiable events

A calendar date or supplier statement is weaker than a defined event. For each payment, identify the required evidence, reviewer, review period, exceptions and whether approval is technical, commercial or merely an acknowledgement.

Use the secure payment controls guide for beneficiary verification, change-of-bank-detail controls and payment evidence.

4. Make variation control faster than informal substitution

Every change request should state the reason, affected opening marks, old and proposed configuration, drawing/schedule revisions, evidence impact, price, programme, packaging or installation effect and decision deadline. Production continues only on unaffected work unless the authorised disposition says otherwise.

Do not accept ‘equivalent’ as the complete technical basis. A change in glass, coating, spacer, hardware, reinforcement, finish or seal may affect appearance, evidence, maintenance, lead time or interfaces even when the supplier considers it commercially similar.

1. Issue a uniquely numbered change request.
2. Freeze the affected scope and identify unaffected work.
3. Review technical, commercial and programme effects separately.
4. Record approve, reject or revise-and-resubmit by an authorised person.
5. Update every controlled drawing, schedule, sample and price document.
6. Verify the new revision reaches purchasing, production, inspection and packing.

5. Define when lead time starts—and what can stop it

State the inputs needed before the clock starts: deposit receipt, final measurements, approved drawings, sample/finish approval, glass and hardware release, and any buyer-supplied information. Record which date actually closed the last prerequisite.

Distinguish supplier production duration from ocean booking, transit, customs and site delivery. For buyer or supplier delay, record the event, affected work, mitigation and revised date; do not overwrite the original baseline and erase the delay history.

6. Record warranty scope as a service process

Record covered products and components, start event, duration, excluded conditions, maintenance obligations, claim notice, evidence, investigation route, labour/access/freight allocation, parts availability and response process. Avoid compressing all of this into ‘five-year warranty’.

Keep warranty entitlement separate from the useful after-sales intake process. A reported symptom first needs an opening mark, configuration and condition record; cause, responsibility and remedy follow the agreed review route.

• Frame and finish scope
• IGU/glass scope
• Hardware and seals
• Installation or perimeter interfaces
• Consumables, adjustment and maintenance
• Replacement labour, access and freight
• Claim notice and evidence
• Remedy and limitation language reviewed by authorised advisers

7. Pre-agree the shortage and damage evidence route

State when package counts, concealed shortages and transit damage must be reported, which records are needed, and who must notify carriers or insurers. The timeline must be reviewed against the contract, transport and insurance terms rather than copied from a generic template.

Connect the contract record to the packaging guide and site receiving inspection so package identity survives from loading to the affected opening mark.

8. Sign a one-page commercial release summary

Before production, summarise the baseline revision, price/currency, tax and bank identity, Incoterm and named place, programme start, payment gates, approved changes, warranties, shortages/damage route and open exceptions. Cross-reference the detailed documents rather than pasting them into an unreadable order.

If a field is unknown, show it as open with an owner and due date. Blank space is safer than an invented assumption, but neither should authorise production.

Release rule: No verbal assurance should override the current signed scope, controlled technical documents or authorised change record.

FAQ

Continue the project review

Connect this guide with the proposed window and door systems, then review how Cavorlen approaches manufacturing and quality control. When your schedule is ready, send it through the project review form.

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