The approval steps
- 1Submit the material
Send the material approval request with the data sheets, the certificates and a compliance statement.
- 2Submit the sample
Label each sample with its origin and where it will be used (Sub-Clause 7.2).
- 3Review and code
The Engineer reviews it within the period in the specification and returns a status code.
- 4Mock-up where needed
Build a mock-up for finishes and facades where the specification asks for one, and test it before production.
- 5Order and deliver
Order only against an approved code, and check each delivery against the sample.
- 6Keep the control sample
Keep the signed sample on site until the work is complete.
What to submit with a sample
- The material approval request, with its number and revision
- The specification section and the item it is for
- The manufacturer, the supplier and the country of origin
- Technical data sheets and test certificates
- Authority approvals where needed, such as civil defence approval for fire-rated products
- A compliance statement, listing any deviation from the specification
- The sample itself, labelled with its origin and intended use
Approval codes
Most UAE projects use four status codes:
- A, approved: order and install
- B, approved with comments: order and follow the comments
- C, revise and resubmit: do not order
- D, rejected: submit a different product
The specification sets these codes and the review period, not the FIDIC conditions, so check them on each project.
MAR 018 Rev 1, Section 08 71 00, door hardware. We resubmit the lever handles and mortice locks for the apartment entrance doors, revised to the satin stainless steel finish requested in your comments on Rev 0. The data sheets, the fire test certificate for use on fire doors and two labelled samples are attached. Approval is needed by 10 August 2026 to meet the door delivery date.
Who pays for samples
Under Sub-Clause 7.2, the manufacturer’s standard samples and the samples specified in the contract are at the Contractor’s cost. Extra samples the Engineer asks for are instructed as a Variation.
Inspection and testing
The Engineer may inspect materials during manufacture and on site (Sub-Clause 7.3). For specified tests, the time and place are agreed with the Engineer, who gives at least 24 hours’ notice of attending; if the Engineer does not attend, the test goes ahead and is treated as witnessed (Sub-Clause 7.4). Anything found defective may be rejected, made good and retested (Sub-Clause 7.5).
Approval does not move responsibility. Under Sub-Clause 3.1 the Engineer’s consent does not relieve the Contractor of its obligations, so order exactly what was approved.
Common mistakes
- Ordering before approval, then replacing the material at your own cost
- Samples without labels, so nobody can tell which product was approved
- Changing the supplier after approval without a new submission
- Approving a sample without the certificates the authorities need