Construction submittals are documents that show what will be used in a project. This guide covers submittal types, steps, and tips to manage them.
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Before anything gets built, construction submittals confirm that materials, products, and systems meet contract specs. They catch issues early, support coordination, and protect your schedule and budget. In this guide, you’ll learn how the submittal process works, why it matters at every stage, and how to use it to keep your construction project on track.
Submittals in construction are documents contractors provide to the design team to show what materials, products, or systems they plan to use on a project. These documents are reviewed and approved before anything is built, installed, or ordered.
A submittal can be a shop drawing, product data sheet, material sample, mockup, or technical document. Its purpose is to confirm that what the contractor plans to use meets the project’s design, specifications, and contract documents.
Submittals act as a formal checkpoint between the contractor and the design team. They ensure that construction follows the approved plans and that the right components are delivered and installed. This submittal workflow ensures alignment with the project's requirements and design intent, reducing risks during construction.
Subcontractors typically create construction submittals and send them to the general contractor or construction manager. The general contractor reviews them first, then forwards them to the design team for formal review and approval. In some construction projects, a dedicated submittal software platform is used to streamline submittal management and approval tracking.
Each step of the submittal process involves a specific group responsible for keeping the documentation accurate, aligned with the scope, and compliant with project requirements. These roles include:
A clear submittal review path helps keep the project on schedule. When contractors know exactly who reviews each submittal and what each reviewer is looking for, it reduces confusion and delays. Planning the approval chain early gives every trade the information they need to order materials, coordinate work, and avoid rework in the field.
Construction submittals must include all required project data so the design team can review and approve it without delay. Each submittal item helps track the submittal, verify compliance with specifications, and ensure proper coordination across trades. Incomplete or unlabeled submittals slow down the process and increase risk on-site.
To keep the submittal review process efficient and avoid rework, every submittal document should include the following information:
A well-documented submittal also protects the contractor. If a dispute comes up later, the submittal record can show exactly what was submitted, when, and by whom.
Clear documentation supports submittal management, reduces risk, and provides leverage when dealing with backcharges or delays. This is especially important for large-scale construction projects where project stakeholders rely on accurate records to maintain project success.
The construction submittal process follows a clear path: prepare, submit, review, revise, approve, and track. Each step moves a submittal closer to becoming an approved submittal and helps keep the project aligned with the specs and schedule. The steps below explain exactly how to manage the construction submittal workflow from start to finish.
Start by reviewing the construction specifications to identify every item that requires a submittal. Match each requirement to the correct division and section, and note any formatting rules or timelines listed in the contract documents.
Build the submittal package with everything needed for review. Include product data, shop drawings, cut sheets, certifications, samples, and any required testing info. Label each item clearly with the spec section and submittal number.
Send the submittal to the GC or CM for internal review. They’ll check that the package is complete, accurate, and coordinated with other trades before forwarding it to the design team. Whether you’re working as a contractor or construction manager, this internal quality check is a must.
Have the design team review the submittal for compliance with the project specs and design intent. The architect, engineer, or relevant consultants will verify dimensions, performance, materials, and compatibility with connected systems. Their role in the submittal review helps safeguard against costly errors and delays.
If the submittal is returned with comments, revise it according to the reviewer’s notes. Update the version number, track the changes, and resubmit through the same process for approval.
Once approved, use the construction submittal to authorize fabrication, ordering, or installation. Make sure vendors and subcontractors receive the final, approved version to avoid miscommunication in the field.
A submittal log is a centralized record of all construction submittals (we’ll take a closer look at its purpose and contents later). Use it to monitor progress, manage lead times, and flag submittals that could delay the schedule. Many project managers rely on digital construction management platforms to manage the submittal schedule and avoid bottlenecks.
A process is only as strong as the people following it. When construction submittals are rushed, skipped, or sent without coordination, they create ripple effects. Projects that stay on track usually have one thing in common, someone paying close attention to the submittal workflow before problems show up.
Common types of construction submittals include shop drawings, product data, samples, mockups, and documentation like test reports or warranties. The submittal types below are the most common across commercial and infrastructure projects.
The most useful submittals are complete and aligned with how other trades will build. For example, a boiler submittal that shows pressure ratings is helpful, but one that includes coordination with nearby ductwork, electrical loads, and access clearance is what actually prevents field issues.
Think beyond the format. Focus on whether the submittal helps another trade do their work right the first time. That’s where the real value is, especially in construction industry environments where every delay affects project success.
A construction submittal package must include everything needed for the design team to review, approve, and verify compliance with the contract documents. The contents depend on the material, system, or product being submitted.
Most follow a consistent structure to speed up reviews, support the submittal workflow, and reduce errors during construction. Each construction submittal package should include the following components in a clear, labeled format:
A complete submittal package also signals professional control. It shows the design professional, owner, and other trades that the contractor understands the scope, has coordinated across disciplines, and is ready to move forward.
Sloppy submittals create doubt and extra work for reviewers. Well-prepared submittals accelerate approvals especially when linked to a well-managed submittal schedule.
A submittal log is a tracking document used to manage all construction submittals on a project. It lists each submittal by number and spec section, along with dates, responsible parties, review status, and final outcomes. Project managers rely on the log to oversee the submittal review process and ensure alignment with project requirements.
The submittal log provides visibility for everyone, from the contractor and project manager to the owner and consultants. It enables clear submittal management and allows the design team to monitor approvals and flag potential issues early in the construction process.
Construction professionals often manage the submittal log within a digital platform or integrated construction management software, especially on large, multi-trade projects where schedule delays can have cascading effects.
Submittals and RFIs perform separate tasks in the construction process. A submittal confirms what will be used on the project and verifies that it meets the specs. An RFI asks for direction when something in the drawings or documents is unclear, missing, or conflicting.
The table below compares how submittals and RFIs differ in purpose, timing, process, and content:
A well-managed RFI and submittal process also reveals how organized the project team really is. Design teams that respond with clear, timely answers build trust with the field. Contractors who separate coordination questions from approval documents show they understand the flow of work. This mutual discipline reduces finger-pointing and sets the tone for a project that runs on decisions.
To avoid submittal issues, define responsibilities early, track every review, and make coordination part of the review process. Use structured logs, clear naming, and proactive communication to keep approvals moving. Every submittal should support the work, not delay it.
Submittal problems usually come down to missed steps or unclear expectations. The table below shows how to improve submittal workflows with specific actions.
Construction submittal management also affects how well you handle change downstream. Projects evolve, designs shift, vendors drop out, and site conditions change. When your submittal process is clean and traceable, it's easier to adapt without losing control.
Construction submittals shape how work flows through all project phases. When teams review submittals early, coordinate across trades, and take ownership of the process, they reduce risk, prevent delays, and build with confidence.
Building a culture of proactive review and accountability starts with small actions. Look at how your team handles submittals, and take one step to improve it. The payoff is real: fewer surprises, stronger coordination, and projects that stay on track.
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