Quality & Inspections · Best Practice · Construction
Material Approval Request
A request for approval of materials or products before they are ordered or installed.
Last reviewed: 29 March 2026 — This guide reflects UK law as of this date. Contract / Specification remains current with no amendments enacted as of 29 March 2026. Next scheduled review: 29 March 2027.
| Legal basis | Contract / Specification |
| Purpose | Formal mechanism for obtaining engineer/client approval for materials before incorporation |
| What requires MAR | Structural materials, waterproofing, specialist coatings, 'or approved equivalent' substitutions, proprietary systems |
| Supporting info | Product data sheet, technical spec, compliance with BS/EN/ISO, COSHH data sheet, sample if required |
| Equivalent materials | Must demonstrate proposed equivalent meets ALL technical requirements — 'similar' is not sufficient |
1. Material Approval Request — Prevention of Incorrect Material Use
The Material Approval Request is the pre-construction quality gate for materials. Every material that will be permanently incorporated into the works must be formally submitted, reviewed, and approved before it is ordered or delivered to site. Using unapproved material is a specification non-conformance that may require removal and replacement at the contractor's cost.
The MAR process ensures that the engineer or client representative has confirmed that each proposed material meets the specification requirements before it is procured. It captures any deviations from the specified product, records technical compliance evidence, and provides a formal approval or rejection. Without this process, materials are ordered on assumption and errors are only discovered after installation.
Do not install unapproved materials
Materials incorporated without MAR approval are at the contractor's risk — do not install unapproved materials. Approval must be received in writing before procurement.
2. Material Approval Request Register — Content
The register must capture every stage of the material approval process, from initial submission through to engineer response and any conditions attached. Each row represents a single material submission and tracks its progress from submittal to formal decision.
| Column | Description |
|---|---|
| MAR number | Unique sequential identifier for each material approval submission |
| Date submitted | Date the MAR was formally submitted to the engineer or client representative |
| Submitted by | Name and role of the person submitting the material for approval |
| Proposed material | Full product name, manufacturer, and product reference of the proposed material |
| Specification reference | The specification clause or section that governs the material requirement |
| Specified product | The product named in the specification, if a specific product is specified |
| Deviation (if any) | Clear identification of any deviation from the specified product or requirement |
| Technical compliance | Summary of how the proposed material meets the specification — standards, performance data, certifications |
| Supporting documents | List of attached documents — data sheets, test certificates, BS/EN/ISO compliance, COSHH data |
| Sample provided | Whether a physical sample has been submitted for review alongside the MAR |
| Engineer response | Formal response — approved, approved with comments, rejected, or resubmit with amendments |
| Response date | Date the engineer or client representative formally responded to the submission |
| Conditions | Any conditions attached to the approval that must be met before or during installation |
| Engineer signature | Signature of the approving engineer or client representative confirming the decision |
3. Common Mistakes
Submitting MARs after material already ordered or delivered
The MAR must be submitted and approved before procurement. Submitting after the material is already on site defeats the purpose of the approval process and leaves the contractor exposed if the material is rejected. Programme planning must allow sufficient time for the MAR review cycle.
Incomplete submissions without technical data
A MAR without supporting technical data sheets, test certificates, and compliance evidence cannot be properly assessed. Incomplete submissions are returned for resubmission, causing delay. Every submission must include all evidence required to demonstrate specification compliance.
Not identifying deviations from specification
Where the proposed material differs from the specified product in any way, the deviation must be clearly stated in the MAR. Failing to identify deviations and hoping they will not be noticed undermines trust and may result in rejection of future submissions.
Not tracking MAR status and following up
MARs submitted without a tracking system are forgotten. The register must be actively managed with follow-up actions where responses are overdue. Materials cannot be ordered until the MAR is approved, so delays in response directly impact the programme.
Not linking MAR approvals to delivery inspection records
The approved MAR must be available at the point of delivery inspection so that the material received can be verified against the approved submission. Without this link, delivery inspection cannot confirm that the correct approved material has been delivered.
4. Frequently Asked Questions
What is UKCA marking?▾
UKCA (UK Conformity Assessed) marking is the UK replacement for CE marking following Brexit. It confirms that a product meets the relevant UK regulations. Transition arrangements have been extended, and both CE and UKCA markings are currently accepted for most construction products. Check current guidance for the specific product category.
What is 'or approved equivalent'?▾
This specification wording allows the contractor to propose an alternative product to the one named in the specification. However, the alternative must be formally approved through the MAR process with a full technical comparison demonstrating that it meets all specified performance requirements. 'Similar' is not sufficient — equivalence must be demonstrated and documented.
How long should the engineer take to respond to a MAR?▾
Response timescales depend on the contract and the complexity of the submission. Typically, 14 days is standard for straightforward submissions and 28 days for complex or specialist materials. The contract should specify the required response period. If no response is received within the contractual period, the contractor should formally follow up in writing.
Must COSHH data sheets be submitted with the MAR?▾
Yes — for any material that contains hazardous substances, the COSHH safety data sheet must be included with the MAR submission. This is both a specification requirement and a legal obligation under the Control of Substances Hazardous to Health Regulations 2002. The data sheet must be for the specific product being proposed.
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Get started freeThis guide is for general informational purposes only and does not constitute legal advice. While every effort is made to ensure accuracy, regulations change and individual project circumstances vary. Construction Suite is a trading name of Xzist Digital Ltd, registered in England and Wales.