📑 Submittal Log Tracker
Track all submittals from preparation through approval. Use this template to manage submittal workflow and ensure nothing falls through the cracks.
Why Track Submittals?
Submittal delays are a leading cause of project delays. Proper tracking helps you:
- Identify bottlenecks - See which submittals are stuck
- Meet deadlines - Track required-by dates
- Avoid delays - Catch overdue submittals early
- Document compliance - Prove you submitted on time
Tracker Template
Basic Information
Project: _________________________
Project Number: __________________
Prepared By: _____________________
Last Updated: ____________________
Tracking Columns
| Sub # | Spec Section | Description | Responsible | Date Required | Date Submitted | Review Days | Date Returned | Status | Rev # | Notes |
|---|---|---|---|---|---|---|---|---|---|---|
| 001 | 03300 | Concrete Mix Design | ABC Concrete | 1/15/26 | 1/10/26 | 7 | 1/17/26 | ✅ Approved | 0 | |
| 002 | 05120 | Structural Steel | Steel Co | 1/20/26 | 1/18/26 | 10 | 📤 Submitted | 0 | Awaiting review | |
| 003 | 09250 | Drywall Systems | Drywall Pro | 2/1/26 | ⬜ Pending | 0 | Due soon |
Status Definitions
| Status | Meaning | Action |
|---|---|---|
| ⬜ Pending | Not yet submitted | Prepare submittal |
| 📤 Submitted | Sent to A/E | Awaiting review |
| ✅ Approved | Approved, no exceptions | Proceed with work |
| ✅ Approved as Noted | Approved with minor comments | Review notes, proceed |
| 🔄 Revise & Resubmit | Needs revision | Correct and resubmit |
| ❌ Rejected | Does not comply | Major revision needed |
| 📋 For Record Only | No review required | File in records |
Key Dates to Track
Date Required
When the submittal is needed for construction to proceed. Usually tied to the schedule.
Date Submitted
When you actually sent the submittal to the architect/engineer.
Review Days
Contract-specified review time (usually 7-14 days).
Date Returned
When the A/E returned the submittal with comments.
Calculations
Days Until Due
Days Until Due = Date Required - Today
Days Overdue
Days Overdue = Today - Date Required (if negative, show 0)
Review Time
Review Time = Date Returned - Date Submitted
Color Coding
Use conditional formatting:
- Red - Overdue or rejected
- Yellow - Due within 7 days or revise & resubmit
- Green - Approved
- Blue - Submitted, awaiting review
- Gray - Pending
Best Practices
- Update daily - Check status daily
- Set reminders - Alert 7 days before due date
- Track revisions - Increment revision number
- Document delays - Note if A/E exceeds review time
- Link to files - Hyperlink to actual submittal files
Common Issues
| Issue | Solution |
|---|---|
| Submittal overdue | Expedite or request extension |
| A/E exceeds review time | Document delay, request expedited review |
| Rejected submittal | Understand reason, revise quickly |
| Missing submittal | Add to log immediately |
Related Resources
- Submittal Log Generator - Create initial submittal log
- RFI Management Guide - Related documentation process
Stay Ahead
Review your submittal log weekly. Submittal delays cascade into schedule delays and cost overruns.