Door hardware can quietly make or break a project. For architects, the difference often comes down to when and how specifications are made, coordinated, and enforced in the field. Brian Clarke DAHC/EHC, DHT, DHC, CFDAI, CDT, CSI, director of architectural specifications at Hager Companies, shared practical guidance to keep projects on schedule, code-compliant, and aligned with design intent.
- Start early, define the target
In the typical process, the drawings are completed and sent out for pricing first; only then do contractors and suppliers get involved. For meaningful input on lead times or installation complexity, it’s already too late. That’s why Clarke suggests selecting hardware during the design process. “During this phase, we determine the correct hardware for aesthetics, quality, and price that meets all the code requirements,” he says.
- Write performance specs—and invite equals
To preserve design intent while maintaining a healthy balance of competition and pricing, organize specifications around performance and allow for true equivalents. Clarke’s approach involves naming multiple acceptable manufacturers that meet the required standard and defining a clear path for substitutions. “With this information, we can choose three appropriate manufacturers that meet the project requirements and have them listed in the specification,” he says. “We also allow for products that meet the specification requirements to be submitted for approval as a substitute product.”
- Make coordination a requirement, not a hope
Access control, electrical rough-ins, and finish hardware often converge at the door—and even small misalignments can cause significant delays. Bake coordination into the spec with mandatory pre-installation meetings and documented accountability. Clarke notes that Hager’s specifications require a multi-trade meeting (including access control when present), an agenda of discussion points, and a sign-in sheet. They also require an annual fire door inspection upon substantial completion. The specification requires that, before substantial completion, every door opening is adjusted and working properly—including all electrified components—and that it operates according to the defined sequence of operation.
- Manage risk by ordering smarter
Long lead items and custom hardware can derail a schedule if ordered as an afterthought. Clarke’s advice is simple: “My recommendation for anyone is to order all the material for the project once the official acceptance has been accomplished.” He adds, “All manufacturers have standard lead times, and the supplier must order product in accordance with these.” Building procurement milestones into the schedule—and shipping to match site readiness—reduces costly rework and idle time.
- Resolve change through formal channels
Conflicts between the specification intent and supplier suggestions are inevitable. Handle them through documented processes to maintain control and traceability. “This is handled through appropriate RFI’s and through appropriate substitution requests,” Clarke says. Clear paper trails speed decisions and protect the project.
- Build in field-verifiable quality control
Specifications should give owners and architects enforceable checkpoints: pre-installation meetings, interim verifications, and final adjustments at substantial completion. “As a specification writer our role is to ensure that the proper requirements are included so the architect and owner can hold the contractor accountable,” Clarke explains.
- Stay current on codes—national and local
Door assemblies touch fire life safety, accessibility, energy, and security. Clarke recommends maintaining access to standards and code libraries and leaning on local authorities: “There are multiple resources that a specification writer must have at their disposal,” he says, citing Techstreet (standards and testing), NFPA (codes and standards), UpCodes (state adoptions), and local fire marshals.
- Close the loop
Post-occupancy reviews are invaluable for verifying durability, identifying maintenance needs, and assessing long-term performance—but they are often skipped. “This is always a great idea; however, it rarely happens,” Clarke says. “If requested this can and will be accomplished.” Even a brief lessons-learned session strengthens the next spec and reduces risk.
Well-crafted, performance-based door hardware specs—with explicit coordination, procurement, and quality controls—protect design intent and keep projects moving. To explore solutions and specification support, visit hagerco.com.