📑 Submittal Management Guide

Submittals are where projects get delayed. Master the process to keep your schedule on track.

Lead Time is Everything

Know your long-lead items. A 12-week lead time item submitted late = 12 weeks of delay.

The submittal lifecycle

1

Identify requirements

Review specifications at project start to catalog every required submittal. Create the master submittal log and flag long-lead items immediately.

2

Prepare schedule and submittals

Work backwards from installation dates to set submission deadlines. Prepare submittal packages with cover sheets, spec references, product data, and contractor review stamps.

3

Submit for review

Send submittals per contract requirements, typically through the architect. Note any deviations from specifications and request expedited review for schedule-critical items.

4

Track and follow up

Monitor review status against contract-required turnaround times. Follow up proactively on critical-path items and approaching deadlines.

5

Process the response

Act on the returned status — distribute approved submittals, incorporate noted changes, or correct and resubmit rejected packages promptly.

6

Distribute and close out

Distribute approved submittals to field personnel and subcontractors. Update the submittal log and file documentation for project records.

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:

1. When must item be installed? (Schedule)
2. How long is procurement lead time? (Vendor)
3. How long for approval cycle? (2-4 weeks typical)
4. 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)

Supply Chain Alert

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:

1. Check contract — Many prohibit substitutions after bid
2. Document equivalence — Show it meets all spec requirements
3. Note differences — Be transparent about any variations
4. Get approval — Before ordering or installing

Resubmittals

If your submittal is rejected:

1. Review all comments carefully
2. Address each comment specifically
3. Note changes from original
4. Resubmit promptly
5. Reference original submittal number

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Stay Organized

Free Template: Download our submittal log template to track your submittals.

Digital Option: BLDR Pro can track submittals with automatic reminders, status updates, and deadline alerts.