Building codes change regularly—sometimes in subtle ways, and other times with big implications for the materials you stock, recommend, or supply to contractors. Whether it’s energy efficiency, fire resistance, structural load, or sustainability requirements, new codes can make certain products non-compliant overnight.
That’s why having a formal company policy in place to track, assess, and respond to building code updates is essential. It protects your business, keeps your sales team informed, and ensures customers stay in compliance on their job sites.
Here’s what your policy should include:
✅ 1. A Clear Responsibility Structure
Define who is accountable for tracking building code updates. This might include:
Product managers
Compliance or regulatory officers
Sales or technical support leads
Purchasing or vendor relations teams
Assign roles to monitor updates at the national, state, and local levels (e.g., IBC, IRC, state energy codes, seismic zone requirements, etc.).
✅ 2. Defined Scope of Codes to Monitor
Your policy should outline which types of building codes impact your materials, such as:
Structural performance (load-bearing, shear, wind uplift)
Fire ratings and flame-spread requirements
Energy efficiency (insulation R-values, window U-factors)
Moisture control or vapor barriers
Accessibility codes
Green building standards (LEED, CALGreen, etc.)
Specify which codes are relevant by product line or regional market.
✅ 3. Update Monitoring and Notification Schedule
Establish how and when code updates are tracked:
Quarterly or biannual reviews of state/local code changes
Subscriptions to code update services or industry bulletins
Attendance at trade associations or building inspector meetings
Vendor updates and manufacturer compliance notices
Include how updates are reviewed, approved, and communicated internally.
✅ 4. Product Specification Review Process
When a code update occurs, define how you’ll assess whether your current materials are still compliant:
Internal or third-party technical review
Updated product data sheets (PDS) and certifications
Manufacturer compliance letters
Changes to SKU descriptions, catalogs, or inventory tags
Document how new specs are approved and old ones are phased out.
✅ 5. Customer Communication Guidelines
Outline how your team will notify contractors, builders, and customers about changes that impact material selection:
Email or printed bulletins for product changes
Sales rep training for job-site conversations
Updated cut sheets, installation guides, and labels
Clear disclaimers when older materials are still in stock but no longer code-compliant for new builds
Make sure your customers know you’re helping them stay compliant—not selling them obsolete materials.
✅ 6. Training and Documentation Requirements
Ensure all relevant staff are trained when specs change, especially:
Inside and outside sales teams
Yard and delivery crews (who may handle materials with new labels)
Estimators and quote specialists
Also, document changes in your ERP, CRM, and POS systems to avoid confusion or incorrect quotes.
✅ 7. Vendor and Supplier Alignment
Require vendors to notify you of any code-related updates that affect their products, including:
Test results or third-party certifications
Material composition changes
Packaging or labeling changes to meet new requirements
This ensures your documentation stays current and protects you from liability.
✅ 8. Legal and Risk Considerations
Include a section on how your company will:
Disclaim liability for outdated or rejected materials (when appropriate)
Handle returns of non-compliant products
Maintain documentation of past product specs in case of disputes
Respond to inspection issues tied to supplied materials
Work with legal or insurance partners to make sure your policy covers your bases.
Final Thought
Building codes will always evolve—but your business can stay ahead with a clear, proactive policy that ensures product accuracy, supports your sales team, and keeps customers compliant.
Creating a structured approach now means fewer surprises later—and stronger trust across your supply chain.
