📑 Submittal Management Guide
Submittals are where projects get delayed. Master the process to keep your schedule on track.
Know your long-lead items. A 12-week lead time item submitted late = 12 weeks of delay.
What Are Submittals?
Submittals are documents provided by the contractor to demonstrate that materials and equipment meet the design intent. They require architect/engineer review and approval before procurement or installation.
Types of Submittals
| Type | Examples |
|---|---|
| Product Data | Cut sheets, spec sheets, catalog pages |
| Shop Drawings | Fabrication drawings, coordination drawings |
| Samples | Material samples, color samples, mockups |
| Certifications | Test reports, LEED documentation |
| Closeout | O&M manuals, warranties, as-builts |
The Submittal Process
1. Identify Required Submittals
At project start:
- Review specifications for submittal requirements
- Each spec section lists required submittals
- Create master submittal log
- Identify long-lead items immediately
2. Prepare Submittal Schedule
Work backwards from installation:
- When must item be installed? (Schedule)
- How long is procurement lead time? (Vendor)
- How long for approval cycle? (2-4 weeks typical)
- When must submittal be submitted? (Calculate)
Example:
- Installation needed: Week 20
- Lead time: 8 weeks
- Approval cycle: 3 weeks
- Submit by: Week 9 (or earlier)
3. Prepare the Submittal
Include:
- Submittal cover sheet
- Specification reference
- Product data/drawings
- Highlighted relevant information
- Contractor review stamp
Contractor Review Before Submission:
- Verify compliance with specs
- Check dimensions and quantities
- Confirm compatibility with other systems
- Stamp "Approved" or "Approved as Noted"
4. Submit for Review
- Submit per contract requirements (usually through architect)
- Include transmittal with required information
- Note any deviations from specifications
- Request expedited review if schedule-critical
5. Track the Review
Typical review times:
- Standard: 10-14 days
- Complex: 21+ days
- Resubmittals: 7-14 days
Follow up if:
- Approaching contract-required review time
- Item is on critical path
- No response after expected time
6. Process the Response
Approval Statuses:
| Status | Meaning | Action |
|---|---|---|
| Approved | Proceed with work | Distribute and order |
| Approved as Noted | Proceed with noted changes | Incorporate changes, proceed |
| Revise and Resubmit | Not approved | Correct and resubmit |
| Rejected | Does not meet requirements | Major revision needed |
| For Record Only | No review required | File for record |
7. Distribute Approved Submittals
Once approved:
- Distribute to field personnel
- Provide to subcontractors
- Include in project documentation
- Update submittal log
Submittal Log Best Practices
Track these fields:
- Submittal number
- Specification section
- Description
- Subcontractor responsible
- Date required (by schedule)
- Date submitted
- Date returned
- Status
- Resubmittal dates (if any)
- Comments
Common Submittal Mistakes
Late Submittals
❌ Problem: Submitting after lead time makes installation date impossible
✅ Solution: Create submittal schedule at project start, hold subs accountable
Incomplete Submittals
❌ Problem: Missing information causes rejection or RFIs
✅ Solution: Review specifications carefully, include all required items
Not Reviewing Before Submission
❌ Problem: Contractor stamps "Approved" without checking
✅ Solution: Actually review for spec compliance before stamping
Poor Tracking
❌ Problem: Submittals get lost in the review cycle
✅ Solution: Maintain detailed log, follow up proactively
Substitution Confusion
❌ Problem: Submitting "or equal" without proper documentation
✅ Solution: Follow contract substitution procedures
Long-Lead Items
Identify early and submit immediately:
- Structural steel (8-16 weeks)
- Elevators (16-24 weeks)
- Switchgear (12-20 weeks)
- Generators (12-20 weeks)
- Custom millwork (8-12 weeks)
- Rooftop units (8-12 weeks)
- Specialty glazing (10-16 weeks)
- Fire alarm panels (6-10 weeks)
Current lead times may be longer than historical norms. Verify with suppliers before assuming standard lead times.
Substitutions
When you want to substitute a product:
- Check contract — Many prohibit substitutions after bid
- Document equivalence — Show it meets all spec requirements
- Note differences — Be transparent about any variations
- Get approval — Before ordering or installing
Resubmittals
If your submittal is rejected:
- Review all comments carefully
- Address each comment specifically
- Note changes from original
- Resubmit promptly
- Reference original submittal number
Stay Organized
Free Template: Download our submittal log template to track your submittals.
Automate Tracking: BLDR Pro tracks submittals with automatic reminders, status updates, and deadline alerts so nothing falls through the cracks.