What is a Submittal?
On most projects, problems don’t start with major design flaws. They start with the small things.
A product spec that doesn’t match. A drawing that leaves too much to interpretation. A shipment that arrives late because nobody caught the mismatch early.
That’s where submittals come in. They serve as the mechanism that keeps projects aligned. Think of them as checkpoints: the place where contractors, architects, and owners confirm, before anyone spends money or starts installing, that the right materials and methods are in play.
What is a submittal?
In this post, we’ll break down exactly what submittal is, why it matters, and how it works in practice. We’ll look at types of submittals, the workflow that keeps them moving, and the best practices that prevent costly mistakes. Finally, we’ll explore how technology is changing the process and what to expect in the years ahead.
Let’s start with the basics: what a submittal actually is and why it exists.
Submittal Overview
A submittal is a formal document or piece of information that a contractor submits to the project team for approval before proceeding with construction work. It serves as proof that the planned materials, equipment, and methods align with the project’s specifications and design intent.
In simple terms, submittals are the project’s quality checkpoint. They give architects, engineers, and owners the chance to confirm details before anything is purchased, fabricated, or installed. By requiring this step, projects reduce risk, prevent costly mistakes, and keep all parties aligned.
What Are Submittals in Construction?
Submittals in construction are documents, samples, or product data submitted by contractors to architects or engineers for approval.
The architect or engineer reviews submittals to check for compliance and design intent, then either approves them, approves with comments, or returns them for revision. Once approved, submittals guide procurement, fabrication, and on-site installation, and they become part of the permanent project record.
Without a clear submittal process, projects risk installing incorrect materials, facing schedule delays, and incurring costly rework.
Types of Submittals in Construction
Submittals are not all the same. Each type serves a different purpose, and knowing how to use them effectively can prevent delays, avoid costly errors, and build stronger trust with clients and design teams.
Shop Drawings – Detailed drawings showing how components will be fabricated and installed.
Product Data – Manufacturer specifications and technical information that confirm compliance with project requirements.
Samples – Physical or digital examples of materials or finishes for quality and appearance approval.
Mockups – Partial or full-scale models to verify design, constructability, and performance before large-scale installation.
Test Reports – Evidence from testing that materials or systems meet performance or safety standards.
Certificates – Official documents verifying compliance with codes, standards, or sustainability requirements.
Warranties – Written guarantees covering quality, performance, and durability over a defined period.
Maintenance Submittals – Manuals and schedules that guide operation and upkeep after project completion.
Closeout Submittals – Final documentation package including as-builts, warranties, and O&M manuals for turnover.
Action Submittals – Items requiring formal review and approval before work proceeds, such as shop drawings or critical product data.
The Submittal Workflow (Step-by-Step)
In construction, the submittal process is a chain of checks that ensures materials and systems are correct before they show up on-site. If this chain breaks, the schedule and budget take the hit.
Contractor/Subcontractor Preparation
Subcontractors (mechanical, electrical, finishes, etc.) prepare submittals for construction with product data, shop drawings, samples, or test reports.
The general contractor (GC) reviews these first for completeness and coordination before passing them.
GC Submission
The GC formally submits the package to the architect/engineer (A/E).
A clear log is maintained so every construction submittal has a date, status, and due date for response.
Architect/Engineer Review
The Architect/Engineer checks that the proposed product or system meets the contract documents and design intent.
They don’t redesign here; their role is to confirm compliance. Any deviation needs clarification or redesign approval.
Approval/Return
Outcomes are:
Approved – Subcontractor can order, fabricate, or install
Approved as noted – Minor corrections, but work can proceed
Revise and Resubmit – Significant issues must be corrected before procurement.
Every returned submittal costs time, sometimes weeks, if lead times are long.
Record Keeping & Distribution
Approved submittals are logged in the project record, shared with subcontractors, and kept available for inspectors and owners.
These documents later feed into closeout submittals (O&M manuals, warranties, as-builts).
Construction Impact: Construction submittal delays mean delayed fabrication, late deliveries, and crews waiting on-site. A single late HVAC unit or curtain wall system can stall multiple trades. Successful projects track submittals like a critical-path activity, not as “paperwork.”
Best Practices for a Perfect Construction Submittal
Build a Submittal Schedule Early
Don’t wait until after mobilization. Create the submittal log as soon as contracts are signed, and tie it directly to procurement and lead times. Critical items like steel, HVAC equipment, or curtain wall systems should be prioritized to avoid site delays.
Standardize the Format
Use consistent templates across all trades. This eliminates confusion, speeds up reviews, and prevents incomplete submissions that have to be sent back.
Use Digital Platforms, Not Email Chains
Centralize construction submittals in project management software (Spec-ID, Autodesk Build, etc.). This gives subs, the GC, architects, and engineers a single source of truth, with version control and real-time status tracking.
Push for Fast Reviews but Allow Realistic Timeframes
A slow review cycle stalls procurement; a rushed review risks errors slipping through. Set clear turnaround times with the design team at the start of the project and enforce them.
Track and Report Progress
Monitor metrics like average approval time, number of resubmittals, and outstanding items. Share this data in weekly OAC (Owner-Architect-Contractor) meetings to keep accountability visible.
Treat Submittals as Binding Documents
Once approved, submittals define exactly what will be fabricated, ordered, and installed. If something changes, it requires formal resubmittal or a change order, no exceptions. Submittals aren’t “paperwork.” They control what gets built. Teams that manage submittals proactively avoid material shortages, keep crews productive, and protect the schedule.
Best Practices for Submittals
What’s Next After Submittals
The submittal process has traditionally been seen as slow and paperwork-heavy, but technology is transforming it into a faster, smarter, and more collaborative system. Looking ahead, several trends are shaping how submittals will work on construction projects:
AI copilots will auto-generate draft submittals from BIM models and product data.
AR/VR reviews will let teams walk through systems and finishes virtually before approval.
Predictive analytics will flag bottlenecks and forecast review timelines.
Digital knowledge libraries will turn approved submittals into reusable assets for future projects.
Why Submittals Define Project Success
Submittals play a critical role in construction by confirming that materials, equipment, and systems meet project requirements before they reach the jobsite. A well-managed submittal process keeps procurement on track, prevents costly errors, and ensures that design intent is carried through to installation.
For contractors, subcontractors, and design teams, timely preparation, clear communication, and organized tracking of submittals directly translate to fewer delays and smoother project delivery. As digital platforms and AI tools continue to evolve, submittals will become faster, more accurate, and more collaborative.
Related Reads
FAQs on Submittal
What is the purpose of a submittal?
The purpose of a submittal is to verify that proposed materials, equipment, and systems meet the project’s design specifications before procurement or installation. It acts as a quality checkpoint, reducing errors, avoiding delays, and ensuring the project is built as intended.
What are submittals?
Submittals are formal documents or materials submitted for approval, review, or consideration. They often include proposals, plans, reports, or samples that ensure compliance with guidelines or requirements before proceeding further.
What is an example of a submittal?
A common example is a shop drawing for an HVAC system, showing duct layouts, dimensions, and connections. Other examples include product datasheets for fire-rated doors, material samples like flooring tiles, or test reports verifying concrete strength.
What is a document submittal?
A document submittal is any formal project document submitted for review and approval. This may include shop drawings, product data, test certificates, warranties, or closeout manuals, all of which become part of the project record once approved.
How to process a submittal?
The subcontractor prepares the submittal and sends it to the general contractor (GC). The GC checks for completeness and submits it to the architect/engineer for review. Once approved or corrected, it’s logged and distributed to guide procurement and installation.
Who is responsible for submittals?
Subcontractors typically prepare submittals, while the general contractor reviews and forwards them to the architect/engineer. The design team is responsible for reviewing and approving, and the owner relies on the process to ensure compliance.
What's the difference between submission and submittal?
Submission is the act of sending something for review. It is the actual package or document being reviewed in construction projects, such as shop drawings, product data, or samples.
How to prepare a material submittal?
A material submittal includes product data sheets, compliance certificates, test results, and samples where needed. It should be organized, reference project specifications, and highlight key properties to make the review process clear and efficient.
