Sourcing Guide
What Documents Should Architects Request Before Specifying Imported Materials?
A checklist of essential documents architects and specifiers should request from material suppliers before finalizing specifications for Vietnam projects.
What Documents Should Architects Request Before Specifying Imported Materials?
Specifying an imported material without proper documentation is one of the most common causes of project delays, cost overruns, and quality issues in Vietnam.
This checklist ensures you have everything needed before writing a material into your specification.
Essential Documents (Must Have)
1. Product Technical Datasheet (TDS)
Contains physical properties, dimensions, tolerances, weight, color range, and installation requirements.
Why it matters: Without a TDS, contractors cannot properly estimate installation costs, structural support, or compatibility with adjacent materials.
2. Test Reports & Certifications
- Fire test report — EN 13501-1 (Euroclass) or ASTM E84 (US)
- Weather resistance — EN ISO 4892 (UV), EN 12467 (fibre cement)
- Mechanical strength — relevant EN or ASTM standard
- Acoustic performance — if applicable (EN ISO 354)
Why it matters: Vietnam building codes (TCVN) accept EN and ASTM standards. Without test reports, projects risk failing inspection.
3. Installation Manual
Detailed step-by-step with subframe specifications, fixing schedules, joint details, and expansion allowances.
Why it matters: Imported materials often have specific installation requirements different from local materials. Incorrect installation voids warranties.
4. Warranty Document
Specifies warranty duration, conditions, exclusions, and claims process.
Why it matters: "10-year warranty" means nothing without a written document specifying what is covered and who to contact in Vietnam.
Important Documents (Should Have)
5. Reference Projects
Photos and contact details of completed projects using the same product, preferably in Southeast Asia or similar climate.
6. MOQ & Lead Time Confirmation
Minimum order quantity, production lead time, shipping time to Vietnam port, and Incoterms.
Why it matters: Some products have 60–90 day lead times. If the project schedule is tight, this can be a deal-breaker.
7. Color/Finish Sample
Physical sample (not just digital image) showing actual texture, color, and surface finish.
8. CAD/BIM Files
DWG, RVT, or IFC files for the product system, including typical details and mounting configurations.
9. Maintenance Guide
Cleaning procedures, repair methods, and replacement part availability.
10. Sustainability Certification
EPD (Environmental Product Declaration), FSC, PEFC, Cradle to Cradle, or similar.
Document Readiness Checklist
Use this checklist when evaluating a supplier:
| Document | Priority | Received? | |---|---|---| | Technical Datasheet | Must have | ☐ | | Fire Test Report | Must have | ☐ | | Weather Test Report | Must have | ☐ | | Installation Manual | Must have | ☐ | | Warranty Document | Must have | ☐ | | Reference Projects | Should have | ☐ | | MOQ & Lead Time | Should have | ☐ | | Physical Sample | Should have | ☐ | | CAD/BIM Files | Should have | ☐ | | Maintenance Guide | Should have | ☐ | | EPD / Sustainability Cert | Nice to have | ☐ |
HIASHI Role
HIASHI collects and verifies all of these documents as part of our brand onboarding process. When you source through HIASHI, every recommended brand comes with a complete document package ready for specification.
If you're working with a brand not yet in our portfolio, our AI Material Advisor can help you identify which documents are missing and what alternatives exist.