What’s a Submittal
Short answer: it’s the proof that what you’re about to install matches the plans.
Plain-English definition
A construction submittal is a package you send for review before materials are released to the field. It shows exactly what will be furnished or installed and how it aligns with the specs and drawings. Think of it as a checkpoint between procurement and installation that keeps surprises off the job site.
What a clean submittal usually includes
- Spec section and package and revision number (so reviewers can find it fast)
- Product data or cut sheets with model numbers and options
- Shop drawings when dimensions or clearances matter
- Finish, color, and hardware selections
- Certifications or approvals if the spec calls for them
- Clear revision and date labels so tracking stays tidy
- Due date and ‘submitted by’ information
Tip: Match filenames to the spec section and item (for example, 08 71 00_Door-Hardware_Set-01.pdf). Reviewers appreciate it, and you’ll find things quicker later.
Quick example from the field
You’re buying the door hardware package. Before anyone orders, you prep a submittal with each opening’s lockset, closer, finish, and lever style. You include model numbers, a simple schedule, and any notes about fire ratings. The package gets reviewed, comments are addressed, and then procurement moves forward with confidence. When the crates hit the site, the crew isn’t guessing. They’re installing exactly what was approved.
Want the whole process to move faster and stay organized? Check out our overview of construction submittal software tools.
Why Submittals Matter: Quality, Compliance, and Timely Execution
A clean submittal saves you time, money, and headaches. Simple as that. It’s the checkpoint before anything gets ordered, shipped, or installed. Catch it here, not in the field.
Quality and safety
Submittals are your early warning system. They line up what the vendor plans to deliver with what the drawings and specs actually require.
- Match materials to the spec so nothing non-compliant slips in
- Call out listings, ratings, and certifications that keep people safe
- Flag conflicts early, like fixture voltage vs panel schedule
- Make sure finishes, colors, and dimensions are exactly what was approved
Tip: Always include the CSI spec section, the exact model on the cut sheet, and clear markups. Reviewers move faster when the package is complete.
Schedule impact
Delays usually start small. A missing data sheet here. An unclear finish there. Submittals surface those issues while you can still fix them without blowing the timeline.
- Lock long-lead items early to protect the critical path
- Reduce rework by resolving questions before the field mobilizes
- Keep review cycles predictable. Many teams target 5 to 10 business days for a first pass
- Track resubmittals so nothing goes quiet in someone’s inbox
Pro move: Tie submittal due dates to procurement and installation dates. Work backward so every review has a buffer.
Field example
We submitted storefront glazing with the exact coating and tint from the spec. During review the architect spotted a OITC rating issue. The vendor swapped the glass before fabrication. No resequencing. No weekend work. The GC saved weeks and real dollars. That’s the value of a solid submittal, done on time and done right.
Anatomy of a Submittal: Types & Real-World Examples
Different submittals do different jobs. Choosing the right one keeps reviews clean and work moving.
Shop drawings vs product data
Shop drawings are detailed drawings from the fabricator showing how an item will be built and installed. Prepared by subs or vendors before fabrication and checked against plans and specs. Pitfalls: missing dimensions or weak coordination.
Product data are manufacturer cut sheets and instructions proving the model meets requirements. Prepared by vendors early in procurement. Pitfalls: marketing sheets instead of technical data, wrong model numbers, or missing listings.
Samples and mockups
Samples are finish pieces or color chips used to confirm look and feel. Mockups are small test builds that prove an assembly in the field. Pitfalls: unlabeled samples, not matching the approved control sample, or skipping performance checks.
Common submittal types and when to use them
Quick tips
- Submit only what answers the spec and code questions.
- Label sheets and samples with spec section and CSI code.
- If workflows feel clunky, compare features from the best submittal tools on the market to tighten handoffs.
Field example: lighting package
The electrical sub tags each fixture to the reflected ceiling plan, includes voltage and mounting details, and attaches cut sheets. The reviewer flags one egress fixture for a higher rating. The sub revises once, orders correctly, and avoids a late field swap.
Who's Who in Submittals: Key Stakeholders Explained
Submittals move fastest when everyone knows their lane.
GC & subs
Subs build the package. GCs keep it clean and moving. Simple, but easy to slip.
Handoff at a glance:
- Subcontractor: Gathers shop drawings, product data, samples, and warranties. Checks specs and plans. Names files clearly.
- GC / PM: Screens for completeness, logs it, routes to the right reviewer, tracks status, and pushes when clocks run long.
- Architect / Engineer (A/E): Reviews for compliance, coordination, and safety. Returns a clear status with comments.
- Owner rep (when applicable): Monitors cost and schedule impacts and may weigh in on aesthetics or standards.
Quick field example: Your lighting sub sends shop drawings, but the cut sheets miss the emergency fixture option. The PM flags it, the sub updates the package same day, and the A/E approves without schedule noise.
Tip: Put the spec section, sheet reference, and revision in the filename and transmittal. Reviewers find what they need fast.
Architect and engineer review
A/E reviewers look for a match to the contract documents, code, and coordination with other trades. Typical review windows land around 5 to 10 business days, but your contract rules. Clear comments matter: Approved, Approved as Noted, Revise and Resubmit, Rejected, For Record, Reviewed or Void with a short note on why.
What reviewers actually check:
- Spec compliance and listed manufacturers or equals
- Dimensions, clearances, and coordination with adjacent trades
- Code, safety, and warranty requirements
- Cut sheets that match the schedule and plans
- Samples or mockups when the spec requires them
To avoid finger-pointing, keep one living log, show ball in court, and time-stamp every handoff. Centralize comments and version history so decisions live with the submittal, not in someone’s inbox. If you want help streamlining that workflow, here’s a practical guide on how to improve communication with architects and engineers.
Overcoming Obstacles: Challenges and Practical Strategies
Submittals get stuck for simple, fixable reasons.
Common delays
You’ve seen these. They slow jobs more than bad weather.
- Vendor data arrives late or incomplete
- Spec section is unclear or missing page refs
- Wrong product cut sheet or outdated revision
- No lead times listed for long-procure items
- Missing stamps or signatures on review copies
- Files named randomly so reviewers can’t sort
- One giant PDF with mixed trades and versions
- No single owner of the submittal package
Tip: If two people “own” it, no one owns it.
Fixes that actually work
Make the next package boring in a good way.
- Use a pre-flight checklist (what, who, spec ref, lead time, warranty, color/finish).
- Name files predictably: CSI-division_trade_spec-section_description_rev##_date.
- Split by trade and revision so comments stay traceable.
- Attach a clear transmittal with scope, spec refs, and requested action; here’s how to use a transmittal sheet.
- Track due dates in a log and chase weekly, not “when I remember.”
- Set review windows in the kickoff (for example, 5 to 10 business days) and hold everyone to it.
- Escalate early with an RFI when specs conflict or options need direction.
- Close the loop: summarize approvals and field impacts in one note so site crews aren’t guessing.
Mini-checklist to copy: spec section, product model, finish, options, shop drawings, cut sheets, samples/photos, lead time, installer notes, requested action.
Field example: HVAC package rescue
The mechanical submittal stalled for two weeks. We regrouped for one hour. We renamed every file, split VAV boxes from RTUs, added lead times, and attached a clean transmittal with exact spec pages and three decisions needed. The architect replied the next afternoon with comments, the engineer stamped the RTUs, and only the diffusers needed a follow-up. Procurement placed the order that week. The schedule float we were about to burn came back. Simple structure did the heavy lifting.SubmittalLink: The Ultimate Tool for Managing Submittals
If you’re tired of chasing approvals and updating a messy log, you’ll like this. SubmittalLink is construction submittal software built by field-tested PMs.
Core features
- One centralized submittal log with clear statuses, filters, priority tags, and search across projects.
- Smart review routing with roles, due dates, and reminders so nothing slips.
- Email notifications and automation that saves time.
- Dashboards for overdue items and outstanding submittals.
- Role-based permissions so each party responds only to what they are assigned to.
Results you can expect
Quick story. On a mid-rise job, our PM set due dates tied to a 5 to 10 business day review window. Reminders cut ping-pong emails, and the log showed exactly who had the ball.
- Teams typically save 3 to 5 hours a week on updates and chasing.
- Fewer resubmittals because required fields are checked before you hit send.
- Faster handoffs from office to field since approvals sync to the latest set.
- Cleaner audit trail when owners or inspectors ask for history.
How it fits your current process
Subs submit PDFs and product data. GC reviews and packages. Architect and engineer comment or approve as noted. Final approvals are stamped, tracked, and surfaced to the field app. No weird detours. You can import an existing log, export CSV for meetings, and keep your current transmittal numbering. It works alongside your PM platform or as a simple standalone.
Tip: Start with one division, like door hardware or lighting. Prove it fast, then roll out.
Want to see it on your own drawings? See our interactive demo on our website or talk to us..
Decoding the Jargon: A Glossary of Submittal Terms
A quick, plain-English glossary you can keep open while you work. Short. Useful. No fluff.
Key terms A to Z
- As-builts (record drawings): Final drawings that show what actually got installed in the field.
- Cut sheet (product data): One to two pages from the manufacturer with model, specs, ratings, and options.
- Delegated design: Engineer of record sets performance criteria. Trade engineer designs the system to meet it.
- Long-lead item: Material with extended procurement time that can affect the schedule if it slips.
- Mockup: Sample assembly built early to verify look, fit, and performance before full production.
- O&M manuals: Operation and maintenance documents turned over at closeout for future service.
- Reviewer stamp: Architect or engineer mark showing status like Approved, Revise and Resubmit, or Rejected.
- Revise and resubmit (R&R): Review outcome that requires edits and a new submission before fabrication.
- RFI (request for information): Question to clarify drawings or specs. Not a substitute for a submittal.
- Shop drawings: Trade-prepared drawings showing means, methods, dimensions, and coordination details.
- Spec section (CSI section): The numbered specification part that governs materials and submittal requirements.
- Submittal: Package sent for review to confirm planned materials match the contract documents.
- Submittal log: Central tracker for items, dates, and statuses across the project.
- Substitution request: Formal proposal to use an alternate product that still meets performance requirements.
- Transmittal (sheet): Cover that lists what you are sending, who it is for, and why you are sending it.
Mini example: Your door hardware package includes shop drawings and cut sheets. You stamp it Reviewed, log it with a new number, attach a transmittal, then send to the architect for status.
Tip: Keep the log fields tight and consistent with spec section numbers. Searches and audits get easier.
Want a ready-made tracker? Download the Construction Submittal Log.
FAQ
What documents are typically required in a submittal package?
Most packages include:
- Shop drawings or coordinated drawings
- Product data sheets and cut sheets
- Samples or mockup photos if applicable
- Certificates and compliance statements (UL, ASTM, ADA, local code)
- Warranty info and installation instructions
Tip: confirm exact requirements in the spec Division you’re submitting under.
How long does submittal review usually take?
Common windows are 5 to 10 business days for a first review. Complex packages or incomplete info can add time. Always check the project specs and the agreed submittal schedule. If a date is critical, call it out on the transmittal and give a heads up to the design team.
Who is responsible if a submittal causes a delay?
It depends on where the slip happened:
- Late or incomplete by the subcontractor or vendor → trade team owns it.
- GC sat on routing or coordination → GC risk.
- Design team exceeded contract review time without cause → owner/design side may own it.
Document dates in the log, keep email trails short and clear, and escalate early.
What’s the difference between shop drawings and product data?
- Shop drawings: dimensioned, project-specific drawings that show how the item will be fabricated and coordinated with adjacent work.
- Product data: manufacturer literature that proves the selected model meets the spec. Think cut sheets, performance data, finishes, and installation notes.
How do I set up a clean submittal log for a new project?
- Start from the spec table of contents and create one line per required submittal.
- Add fields for CSI section, spec paragraph, responsible party, required date, and status.
- Enter target “required on site” dates and back-plan lead times.
- Use consistent naming for files and revisions.
- Track comments and resubmittals directly on the same line.
Need a jump start? Use this free template: https://www.submittallink.com/post/free-construction-submittal-log-and-transmittal-sheet-download