Sourcing building materials for projects: a practical guide

Buying building materials for a project is different from buying stock for a shop. The quantity is fixed by drawings, the quality is fixed by a specification that someone else wrote, and the delivery date is fixed by a construction programme. A late or rejected shipment does not just cost its own value; it can stop other trades on site.

This guide sets out a practical process for sourcing project materials from abroad and the points where it usually goes wrong.

Start from the project documents

Before contacting suppliers, collect what the project already requires:

• Specifications and drawings, including the standards each material must meet.
• Bill of quantities or a material take-off, with units.
• Approved manufacturers or countries of origin, if the contract limits them.
• Submittal requirements: what the consultant or client must approve before you order.
• The programme: when each material is needed on site, not just when the project ends.

If the documents name a standard, the material must comply with that standard or with an alternative that the engineer has accepted in writing. Standards differ between countries and regions, and a product certified to one system is not automatically accepted under another.

This article is general information. Decisions on the suitability of a material for a structure belong to the project's engineers and the local building authority.

Turn the specification into an enquiry

A good enquiry lets suppliers quote the same thing. For each item, state:

1. Description, type and grade or class
2. The standard and edition it must meet
3. Dimensions, thickness, finish and colour
4. Quantity, unit and delivery phases
5. Test certificates and documents required
6. Packaging and marking
7. Destination, Incoterm and required arrival dates

Ask suppliers to state any deviation from the specification clearly. An "equivalent" product is only equivalent once the approving party agrees.

Samples, submittals and approvals

Most projects require approval before purchase. A typical submittal contains:

• technical data sheets,
• test reports or certificates of conformity from the manufacturer or an accredited laboratory,
• physical samples, sometimes a mock-up on site,
• the manufacturer's details and references.

Approval takes time and may go through more than one round. Build it into your schedule and do not confirm production until the approval is in writing. Keep the approved sample; it becomes the reference for inspection and for any later dispute.

Quality and compliance checks

The documents and checks depend on the material. Common examples:

Points that apply to almost every material:

• Traceability. Certificates should match the markings on the goods and the batch shipped.
• Independent inspection. For significant orders, arrange an inspection during production or before shipment, with sampling for laboratory tests where relevant.
• Import conformity. Some countries require a conformity certificate or product registration before goods can clear customs. Check this early with your customs broker, because it can take longer than production.

Plan quantities realistically

• Allow for wastage and breakage. Cutting, damage in transit and site handling all consume material. The allowance depends on the product and layout, so agree it with the contractor.
• Keep batches together. Tiles, stone, paint and other finished materials vary in shade between batches. Order enough from one batch for each visible area, and keep spare stock for repairs.
• Watch shelf life. Cement, adhesives, sealants and paints deteriorate with time and moisture. Order them close to the date of use.
• Check minimum orders. Small top-up orders may be expensive or impossible later.

Logistics for heavy and bulky goods

Freight is often a large share of the delivered cost of building materials.

• Weight and volume. Dense products reach the container weight limit before the space is full; light, bulky ones do the opposite. Ask for a loading plan.
• Packing. Crates, A-frames for glass and stone slabs, pallets and edge protection should be specified, not assumed.
• Phased delivery. Shipping in line with the programme reduces storage on site and the damage and theft that come with it. It also spreads cash flow.
• Site access. Check offloading equipment, access for trucks and storage space before the goods arrive.
• Lead time. Add production, inspection, sea transit, clearance and inland delivery, then add a margin. Port and customs delays are common.

Compare the delivered cost

The lowest unit price is rarely the lowest project cost. Compare offers on the same basis:

• product price on the same Incoterm,
• freight, insurance, duties and clearance costs,
• inspection and testing,
• expected wastage,
• cost of delay if the lead time is longer.

Our Incoterms 2020 guide explains how the chosen rule changes what the price includes. Duties and taxes depend on the product classification and origin; confirm them with your customs broker.

Common pitfalls

• Ordering before the submittal is approved.
• Accepting a certificate that does not match the batch delivered.
• Mixing batches of finished materials in one area.
• Underestimating the time for import conformity procedures.
• Leaving packing and loading to chance.

Next steps

See the building materials page for the categories covered, and what to include in a quote request for a checklist.

To start, request a quote with your bill of quantities, specifications, delivery schedule and destination.