Request for Authorization to Substitute Product

Company Letterhead

{{company_name}}

{{company_address}}

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Date and Recipient

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{{recipient_name}}

{{recipient_title}}

{{recipient_company}}

{{recipient_address}}

Subject

REQUEST FOR AUTHORIZATION TO SUBSTITUTE PRODUCT - PROJECT: {{project_name}} ({{project_reference_number}})

Introduction

Dear {{recipient_name}},

This letter serves as a formal request for authorization to substitute a product specified in the contract documents for the above-referenced project. We believe the proposed substitute product offers significant advantages without compromising the project's quality, performance, or schedule.

Original Product Specification

The contract documents currently specify the following product/material:

**Product Name:** {{original_product_name}}

**Manufacturer:** {{original_manufacturer_name}}

**Model/Part Number:** {{original_model_number}}

**Specification Reference:** {{specification_reference_section_and_paragraph}}

Proposed Substitute Product Details

We propose to substitute the above with the following product/material:

**Product Name:** {{proposed_product_name}}

**Manufacturer:** {{proposed_manufacturer_name}}

**Model/Part Number:** {{proposed_model_number}}

**Reason for Substitution:** {{reason_for_substitution}} (e.g., improved availability, cost savings, enhanced performance, environmental benefits).

**Technical Specifications:** (Attach detailed specifications, data sheets, and relevant certifications for the proposed product.)

**Cost Implication (if any):** {{cost_implication}} (e.g., 'No change in contract price', 'Reduction of {{currency}}{{amount}}', 'Increase of {{currency}}{{amount}}').

**Impact on Schedule (if any):** {{schedule_impact}} (e.g., 'No impact', 'Expedites delivery by {{number_of_days}} days').

Advantages of Proposed Substitution

The proposed substitute offers the following advantages:

- {{advantage_1}}

- {{advantage_2}}

- {{advantage_3}} (Add more as needed)

Certification

We certify that the proposed substitute product meets or exceeds the essential requirements and performance criteria of the originally specified product and will not adversely affect the overall quality, integrity, or functionality of the project.

Request for Approval

We respectfully request your review and approval of this proposed substitution. We are available to provide any additional information or clarification you may require. Please indicate your decision by signing in the space provided below.

Your prompt attention to this matter would be greatly appreciated to avoid any potential delays to the project schedule.

Signature Block

Sincerely,

{{your_name}}

{{your_title}}

{{company_name}}

---------------------------------------------------

FOR CLIENT/PROJECT OWNER USE ONLY:

[ ] APPROVED

[ ] APPROVED AS NOTED (See attached for notes)

[ ] REJECTED

Comments:

{{client_decision_comments}}

Signature: _______________________________________

Name: {{approver_name}}

Title: {{approver_title}}

Date: {{approval_date}}