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A door hardware schedule lives in Division 08 of the project specification and lists every opening in the building by number, with a hardware set (HW-1, HW-2, HW-3…) that points to a parts list. Each hardware set names brand, model, function code, and finish for every piece on that opening. The estimator's job is to take each HW set, multiply by the door count assigned to it, and translate into a purchasable line item. The most common mistake is assuming "or equal" allows substitution everywhere. It does not. Fire-rated openings, life-safety devices, and specified-by-name items have hard limits.

Where the hardware schedule sits in a spec book

The project manual is organized by CSI MasterFormat divisions. Door hardware falls under Division 08 (Openings), section 08 71 00 (Door Hardware). The hardware schedule itself is usually an appendix at the back of section 08 71 00, formatted as either a flat list or a table.

Two documents look similar but are not interchangeable:

• Door schedule: drawing-based, prepared by the architect. Lists every door by number with size, type, fire rating, and the assigned HW set. Lives on the architectural sheets (A-series drawings).
• Hardware schedule: spec-based, prepared by the hardware specifier (often a consultant). Defines the contents of each HW set with brand, model, function, and finish.

The estimator reads both. The door schedule tells you how many doors get HW-1. The hardware schedule tells you what HW-1 contains.

Anatomy of a hardware set

A typical HW set entry reads like this:

HW SET 03 - TENANT ENTRY
1 EA  CONTINUOUS HINGE    PEMKO CHS83HD x DOOR HEIGHT     626
1 EA  MORTISE LOCK         SARGENT 8204 LNL                626
1 EA  ELECTRIC STRIKE      HES 9600 12/24 DC               630
1 EA  DOOR CLOSER          LCN 4040XP REG ARM              689
1 EA  KICK PLATE           IVES 8400 10" x 2" LDW          630
1 EA  WALL STOP            IVES WS401CCV                   626
1 EA  THRESHOLD            PEMKO 171A x DOOR WIDTH         628
1 EA  WEATHERSTRIP         PEMKO S88D x FRAME              ANCH
1 EA  DOOR SWEEP           PEMKO 315CN x DOOR WIDTH        628

Each line carries five elements:

1. Quantity (1 EA = one each, 2 EA on pairs)
2. Item description (continuous hinge, mortise lock…)
3. Brand and model number (Sargent 8204, LCN 4040XP)
4. Function/option suffix (LNL = lever no key, REG ARM = regular arm)
5. Finish code (626, 630, 689…)

Read door handing made simple LH RH LHR and RHR before quoting any spec, because handing affects model number selection on hinges, exit devices, and many locks.

BHMA function codes you will see

BHMA function codes describe what a lock does. They appear after the model number on locksets, panic devices, and electric strikes.

Most common lock functions (BHMA A156.13 mortise and A156.2 cylindrical):

• F01: passage (no lock, both levers free)
• F04: privacy (push-button or thumbturn, emergency tool unlock)
• F09: storeroom (key outside, locked outside, free egress)
• F13: office (push-button outside lock, free egress)
• F19: dormitory/exit (key outside, free egress, deadbolt thrown by inside thumbturn)
• F20: classroom (key outside only, free egress)
• F32: classroom intruder (lock from inside with key)
• F34: entrance (key outside, push-button inside locks the outside)

Sargent uses its own function letters (8204 = storeroom, 8205 = office, 8255 = dormitory) but they map to the same BHMA functions. The spec book will reference BHMA function or manufacturer code or both.

For a deeper dive on the difference, see what is Grade 1 lock hardware.

Finish codes: 626, 630, 689 and their meanings

Finishes are coded by BHMA A156.18. The legacy "US26D" and the modern "626" mean the same thing.

Cheat sheet for the most common finishes:

BHMA	Legacy	Description	Where seen
605	US3	Bright brass	High-end retail, hospitality
606	US4	Satin brass	Residential, light commercial
612	US10	Satin bronze	Heritage projects
613	US10B	Oil-rubbed bronze	Mid-range commercial
619	US15	Satin nickel	Hospitality
622	(none)	Matte black	Modern commercial
625	US26	Bright chrome	Healthcare, food service
626	US26D	Satin chrome	Most common commercial finish
628	US28	Anodized aluminum	Storefront thresholds, sweeps
630	US32D	Satin stainless	Healthcare, exit devices
689	(none)	Aluminum painted	Door closers (default)
693	(none)	Black painted	Door closers in matte black settings

Finish mismatches across an opening (a 626 lever on a 630 strike on a 689 closer) look bad in person but match in the schedule. Architects sometimes specify mixed finishes intentionally for that reason.

How to translate a spec to a purchase order

Step by step for HW-03 above:

1. Count the doors assigned to HW-03 on the door schedule (say, 12 doors).
2. Multiply each line by 12 (1 EA × 12 = 12 each).
3. Look up part numbers: "SARGENT 8204 LNL 626" is the literal Sargent SKU. Order 12.
4. Check fire rating against the door schedule. If any of the 12 doors are fire-rated, confirm the model is UL listed for the rating (most commercial locks are; verify the cylindrical vs mortise call).
5. Confirm finish on every line. A 626 mortise paired with a 630 strike happens, but a 689 closer with a 626 lever may need an upgrade for visual match (LCN offers 626-painted finish as an option).
6. Check thresholds, weatherstripping, sweeps for "x DOOR WIDTH" or "x FRAME" notation. These are cut-to-size items; supply the dimensions from the door schedule.

Read how to choose the right architectural door hardware provider for selection criteria once the schedule is converted.

Substitution language: "or equal" and when it applies

Spec books include substitution language. Common phrases:

• "or equal" or "or approved equal": a substitute brand/model is allowed if the architect approves. Submit a substitution request before bid close.
• "or prior approved": substitutes only acceptable if pre-approved during bidding. Default is the named product.
• "no substitution" or "basis of design": the named product is required. No substitutes, no exceptions. Common on fire-rated, life-safety, and signature finish hardware.

The "or equal" path requires a side-by-side comparison submittal: cycle test data, BHMA grade, finish match, warranty terms. Most consultants reject equals that miss the BHMA grade or warranty length, even if the price is lower.

For high-security cylinders specifically, see Medeco vs Mul-T-Lock vs ASSA high-security cylinders because the spec often locks in one keyway and substitution destroys the master key system.

Red flags in a spec book

Watch for these during estimating:

1. Missing keying information. The schedule lists locks but no master key chart. Without it, you cannot order keyed cylinders. Flag and request from the consultant.
2. No fire rating call-out on a fire-rated door. The door schedule may show "90-min" but the HW set may not specify UL listing. The mortise lock may need a special UL designation.
3. Mixed hinge sizes within one set. 4-1/2" x 4" on a 3'-0" door is normal, but 5" x 5" on a 4'-0" door requires a heavier hinge that may not be in the same series.
4. Storefront openings with no cylinder cam call-out. Aluminum storefront cylinders need a specific cam (Adams Rite vs Schlage cam), and spec books often omit it. Ask before ordering.
5. Electrified hardware with no power transfer. If the lock or panic is electrified (EL suffix), the spec must include an electrified hinge, door loop, or EPT. Read electrified hinges vs door loops vs power transfer devices to confirm what is missing.
6. No coordinator on a pair of doors with vertical rod exits and astragal. The pair will not close in the right sequence without a coordinator. See flush bolts and coordinators for double doors.

Cross-checking against other Division 08 specs

The hardware schedule does not stand alone. Cross-check against:

• Section 08 11 13 (Hollow Metal Doors and Frames): confirms door material and frame prep. Frame prep for an electric strike must match the strike model.
• Section 08 14 16 (Flush Wood Doors): confirms door core (solid core, particleboard, mineral core for fire-rated) and edge preparation.
• Section 08 41 13 (Aluminum-Framed Storefronts): confirms storefront stile width and cylinder preparation. Read how to choose storefront hardware for aluminum doors.
• Section 08 71 13 (Automatic Door Operators): covers low-energy and full-power operators if specified separately from the hardware schedule.

FAQ

What is the difference between a door schedule and a hardware schedule? The door schedule (architectural drawings) lists doors by number and assigns each to a hardware set. The hardware schedule (Division 08 spec) defines what each hardware set contains. You need both to estimate.

Can I substitute a Sargent lock with a Schlage equivalent? Only if the spec allows "or equal". Even then, BHMA grade, function code, and finish must match. Master key systems often lock in the brand because the keyway is proprietary. Read Schlage L9000 vs Sargent 8200 vs Corbin ML2000 for the cross-reference work.

What does "x DOOR WIDTH" mean on a threshold or sweep? The item is cut to the door's actual width. Supply the door width when ordering. Pemko, NGP, and Reese all sell standard lengths and trim them at the manufacturer or in the field.

Is the consultant's hardware schedule binding on the contractor? On a typical commercial project under AIA contracts, yes. The contractor furnishes what is specified. Substitutions follow the process in Division 01 (General Requirements). Skipping that process puts the contractor at risk for change orders if the architect rejects field substitutions.

How do I check fire rating compliance on a hardware set? Cross-reference the model against the UL Online Certifications Directory. Most BHMA Grade 1 hardware is UL listed for 3-hour fire doors. Closers and exit devices are typically labeled. If the schedule omits the rating and the door is rated, the spec is incomplete and the architect must clarify.

Next step

Once you have decoded the hardware schedule, build the purchase order against the commercial brand pages and corresponding category pages. For mortise locks specifically, our mortise lock category lists Sargent, Schlage, and Corbin Russwin by function code. If you need a takeoff review against an architect's spec, our commercial desk reviews and quotes against any standard hardware schedule format.