Submittal Process
Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Project Managers, Project Engineers, Superintendents
Purpose
Establish a consistent process for preparing, reviewing, transmitting, and tracking submittals to ensure materials and systems comply with contract requirements.
What is a Submittal?
A submittal is a document (shop drawing, product data, sample, etc.) provided by the contractor for the architect/engineer to review for conformance with the design intent.
Types of Submittals
| Type | Description | Examples |
|---|---|---|
| Shop Drawings | Detailed drawings for fabrication | Steel, millwork, mechanical |
| Product Data | Manufacturer specifications | Cut sheets, spec sheets |
| Samples | Physical samples of materials | Finishes, colors, textures |
| Certificates | Test reports, certifications | Concrete mix, steel certs |
| O&M Manuals | Operation and maintenance info | Equipment manuals |
| Warranties | Manufacturer warranties | Roofing, equipment |
Submittal Process Overview
Specification Review → Submittal Schedule →
Subcontractor Preparation → Contractor Review →
Transmit to A/E → A/E Review → Receive Response →
Distribute → Fabricate/Procure
Step-by-Step Process
Step 1: Create Submittal Schedule
At Project Start:
- Review specifications for submittal requirements
- Identify all required submittals by spec section
- Determine required review time
- Work backwards from installation dates
- Identify long-lead items
Submittal Schedule Content:
- Submittal number
- Description
- Spec section
- Responsible party (sub)
- Date due to GC
- Date due to A/E
- Approval needed by
- Lead time after approval
Step 2: Subcontractor Submittal Preparation
Subcontractor Responsibilities:
- Prepare complete submittals
- Review for compliance with contract
- Include all required information
- Submit to GC on schedule
Submittal Package Must Include:
- Cover sheet/transmittal
- Relevant spec sections highlighted
- Product data (complete, not excerpts)
- Shop drawings (stamped by PE if required)
- Samples (as specified)
- Certifications
Step 3: Contractor Review
GC Review Checklist:
Before transmitting to A/E:
- Submittal is complete
- Correct products specified
- Matches contract requirements
- Dimensional accuracy verified
- Field conditions considered
- Coordination with other trades reviewed
- Required certifications included
- Properly stamped (if required)
Contractor's Stamp:
CONTRACTOR'S REVIEW STAMP
[Company Name]
[Project Name]
☐ Approved
☐ Approved as Noted
☐ Revise and Resubmit
☐ Rejected
Reviewed By: _____________ Date: _______
This review is for general conformance with the
design concept. Contractor is responsible for
dimensions, quantities, and coordination.
Step 4: Transmit to Architect/Engineer
Submittal Transmittal Must Include:
- Transmittal number
- Date
- Project name/number
- Submittal number
- Description
- Spec section reference
- Number of copies
- Purpose (for approval, for information)
Submit To:
- Per contract requirements
- Typically Architect with copy to Owner
- Use required distribution
Methods:
- Project management system (preferred)
- Electronic submission (PDF)
- Hard copy (if required)
Step 5: A/E Review Period
Standard Review Time:
- Per contract (typically 10-14 business days)
- First review longer than resubmittals
- Track against required schedule
Follow-Up:
- Contact if exceeding review period
- Document delays
- Escalate to owner if significant
Step 6: Receive and Process Response
Review Actions (A/E):
| Action | Meaning | Next Step |
|---|---|---|
| Approved | No changes needed | Proceed to fabricate |
| Approved as Noted | Minor changes | Make changes, proceed |
| Revise and Resubmit | Significant issues | Correct and resubmit |
| Rejected | Does not comply | Major revision required |
| For Information Only | No formal action | File |
Upon Receipt:
- Log response date
- Review comments thoroughly
- Verify action required
- Distribute to affected parties
- Monitor resubmittal if required
Step 7: Distribute Approved Submittals
Distribute To:
- Subcontractor (for fabrication)
- Superintendent (for verification)
- Project file (official record)
- Others as needed
Ensure:
- Current revision is distributed
- Outdated versions removed
- Field has access to approved submittals
Step 8: Track Resubmittals
If Resubmittal Required:
- Communicate comments to sub
- Set deadline for resubmission
- Track as new revision
- Repeat review process
Number Revisions:
- Original: 001
- First revision: 001-R1
- Second revision: 001-R2
Submittal Log Template
| Sub # | Description | Spec | Sub | Due to GC | Due to A/E | Sent | Status | Approved | Lead |
|---|---|---|---|---|---|---|---|---|---|
| 03-001 | Concrete Mix Design | 03300 | ABC | 1/10 | 1/15 | 1/12 | Approved | 1/25 | 3 days |
| 05-001 | Structural Steel | 05120 | XYZ | 1/15 | 1/20 | 1/22 | Rev/Resub | 12 wks | |
| 07-001 | Roofing | 07500 | Acme | 1/20 | 1/25 | Pending | 6 wks |
Submittal Transmittal Form
================================================================
SUBMITTAL TRANSMITTAL
================================================================
TRANSMITTAL NO: ____________ DATE: ____________
PROJECT: ________________________ PROJECT #: ____________
FROM: [Your Company]
TO: [Architect/Engineer]
================================================================
SUBMITTAL INFORMATION:
Submittal No: ____________ Revision: ____________
Specification Section: ____________
Description: ________________________________________________
Submitted By (Subcontractor/Supplier): ______________________
================================================================
PURPOSE:
☐ For Approval
☐ For Information Only
☐ Resubmittal (Previous #: ________)
CONTENTS:
☐ Shop Drawings Copies: _____ Sheets: _____
☐ Product Data Pages: _____
☐ Samples Quantity: _____
☐ Certificates Pages: _____
☐ Other: _______________
================================================================
CONTRACTOR'S REVIEW:
☐ Approved
☐ Approved as Noted (see attached)
☐ Rejected (see comments)
Comments: __________________________________________________
___________________________________________________________
Reviewed By: _________________________ Date: ____________
================================================================
RESPONSE REQUIRED BY: ____________
[Note: Installation scheduled for ____________. Delayed
response may impact project schedule.]
================================================================
Long-Lead Submittals
Identify Early:
Items typically requiring extended lead times:
- Structural steel (8-16 weeks)
- Elevators (16-24 weeks)
- Custom millwork (8-12 weeks)
- Mechanical equipment (10-20 weeks)
- Electrical switchgear (12-20 weeks)
- Fire alarm systems (8-12 weeks)
- Custom doors/frames (6-12 weeks)
- Specialty glass (8-14 weeks)
Expedite Process:
- Identify at project start
- Issue to subs first
- Expedite review internally
- Request expedited A/E review
- Track closely
- Escalate delays immediately
Submittal Review Best Practices
Contractor Review Focus:
Dimensional:
- Fits available space
- Coordinates with other trades
- Field measurements verified
Performance:
- Meets specification requirements
- Appropriate for application
- Code compliant
Coordination:
- Works with adjacent systems
- No conflicts identified
- Interface details addressed
Completeness:
- All required information included
- Samples/color selections included
- Certifications attached
Common Submittal Mistakes
❌ Avoid:
- Submitting without review
- Incomplete packages
- Wrong products
- Missing samples/color selections
- Late submissions
- Not tracking resubmittals
- Field proceeding without approval
✅ Best Practices:
- Review specifications thoroughly
- Complete packages first time
- Follow up consistently
- Track all submittals in log
- Never fabricate without approval
- Distribute promptly when approved
Related Documents
- RFI Process
- Document Control Procedure
- Project Startup Procedure
- Long-Lead Procurement
Software Integration
BLDR Pro Features:
- Submittal tracking
- Deadline management
- Document attachment
- Review workflow
- Notification automation
- Log generation
Template provided by support.construction. Customize with your company information.