Construction Submittals Guide | Types, Process & Best Practices

Every contractor has been there. Materials show up on site that do not match the specs. The architect rejects them. The supplier will not take them back. Now you are eating the cost, the schedule is blown, and everyone is pointing fingers.

Submittals exist to prevent exactly this scenario. They are the checkpoint between “what the designer specified” and “what the contractor actually plans to install.” When managed well, submittals keep projects running smoothly. When ignored or handled poorly, they cause delays, rework, and disputes.

This guide covers everything contractors need to know about construction submittals: what they are, the different types, how the review process works, and how to avoid the most common mistakes.

What Are Construction Submittals?

A submittal is any document, drawing, sample, or piece of data that a contractor provides to the architect or engineer for review before proceeding with a specific portion of the work.

The purpose is simple: confirm that the materials, equipment, and methods the contractor plans to use comply with the contract documents (plans and specifications).

Submittals are not optional. The project specifications spell out exactly which items require submittals, and the contract typically requires the architect’s review and approval before those items can be ordered or installed.

Think of submittals as a quality control step that happens before materials show up on site. It is much cheaper to catch a problem on paper than to tear out installed work.

Types of Construction Submittals

Not all submittals are the same. Here are the main categories you will encounter:

Shop Drawings

Shop drawings are detailed drawings prepared by the contractor, subcontractor, manufacturer, or fabricator. They show how a specific component will be fabricated and installed.

Common examples include:

• Structural steel fabrication drawings
• Mechanical ductwork layouts
• Electrical panel schedules
• Curtain wall system details
• Millwork and casework drawings
• Rebar placement drawings

Shop drawings go beyond what the architect’s drawings show. They include dimensions, connections, materials, and fabrication details that the design drawings do not cover.

Product Data

Product data includes manufacturer literature, catalog cuts, spec sheets, performance data, and installation instructions for specific products being proposed for the project.

Examples:

• Roofing membrane product data
• Paint color charts and technical data sheets
• HVAC equipment specifications
• Plumbing fixture cut sheets
• Hardware schedules with manufacturer data

Product data confirms that the specific product being proposed meets the performance requirements in the specifications.

Samples

Samples are physical pieces of materials or products submitted for the architect’s review. They let the design team see and touch the actual material before it goes on the building.

Common samples include:

• Brick or stone samples
• Carpet and flooring samples
• Paint color samples and mock-up panels
• Tile samples
• Countertop material samples
• Wood finish samples

Approved samples often become the standard against which installed work is compared. Keep your approved samples on site and in good condition throughout the project.

Mock-Ups

Mock-ups are full-scale assemblies of a portion of the work, built either on site or at a separate location. They are used on larger projects to test how multiple materials and systems come together.

Examples:

• Exterior wall mock-ups showing brick, flashing, windows, and sealant
• Bathroom mock-ups in hotels or multi-family projects
• Ceiling assembly mock-ups

Mock-ups are expensive and time-consuming, but they catch coordination issues that drawings and samples cannot. On large commercial projects, they are worth every penny.

Test Reports and Certifications

Some specifications require third-party test results or certifications as part of the submittal package.

Examples:

• Concrete mix design test reports
• Fire rating certifications
• Structural steel mill certifications
• Welding certifications
• LEED compliance documentation

These submittals prove that materials and personnel meet the required standards and codes.

Manufacturer Certificates

These are letters or documents from the manufacturer confirming that their product meets specific standards or that their installer is certified to install the product. Warranty documents often fall into this category as well.

The Submittal Process Step by Step

The submittal process follows a standard workflow on most projects. Here is how it typically works:

Step 1: Identify Required Submittals

Review the project specifications section by section. Each spec section will list the submittals required for that scope of work. The general contractor usually compiles a master submittal list (also called a submittal register or submittal log) that tracks every required submittal.

Step 2: Prepare the Submittal

The subcontractor or supplier prepares the submittal package. This includes the shop drawings, product data, samples, or other required items. The submittal should include:

• A transmittal form or cover sheet
• The spec section and article being addressed
• The specific product or material being proposed
• Enough detail for the reviewer to determine compliance

Step 3: Contractor Review

Before sending anything to the architect, the general contractor should review the submittal. Check for:

• Completeness (does it address all spec requirements?)
• Accuracy (do dimensions and details match the contract documents?)
• Coordination (does it conflict with other trades?)

The GC stamps the submittal to indicate they have reviewed it. This step matters. If you forward incomplete or inaccurate submittals to the architect, you waste everyone’s time and damage your credibility.

Step 4: Architect/Engineer Review

The architect or engineer reviews the submittal and returns it with one of these common designations:

• Approved / No Exceptions Taken: The submittal complies with the contract documents. Proceed with the work.
• Approved as Noted: The submittal is acceptable with minor comments or corrections noted. Proceed with the work, incorporating the noted changes.
• Revise and Resubmit: The submittal has significant issues. Corrections are required, and the submittal must be resubmitted for another review.
• Rejected / Not Approved: The submittal does not comply with the contract documents. Start over with a compliant product or approach.

Step 5: Distribute and Act

Once a submittal is approved, distribute it to the relevant parties: the subcontractor, the supplier, the project manager, and the field team. Approved submittals become part of the project record and guide the actual construction work.

Keep a copy of every approved submittal organized and accessible. Your field teams need them during installation, and you will need them if disputes arise later.

Submittal Schedules

A submittal schedule is a timeline that shows when each submittal needs to be sent, reviewed, and approved to keep the project on track.

This is critical. Submittals take time to prepare, review, and approve. If you wait until the last minute to submit your structural steel shop drawings, and the engineer takes two weeks to review them, and they come back as “revise and resubmit,” you just lost a month or more on your schedule.

Building a Submittal Schedule

Start from the construction schedule and work backward:

1. Identify the installation date for each item requiring a submittal.
2. Subtract the lead time for manufacturing, fabrication, or delivery.
3. Subtract the review time (typically 10 to 14 business days per review cycle).
4. Add a buffer for potential resubmittals (assume at least one resubmittal for complex items).
5. Set the required submittal date based on these calculations.

For example, if custom windows need to be installed by June 1, the manufacturer needs 12 weeks for fabrication, and the architect needs 2 weeks for review:

• Installation: June 1
• Order by: March 9 (12 weeks lead time)
• Submittal approved by: March 9
• Submittal sent by: February 23 (2 weeks review)
• Allow for resubmittal: Submit by February 9

That means you need the window submittal from your sub by early February at the latest. If you start chasing it in April, you are already behind.

A good submittal schedule connects directly to your project schedule. When submittal dates slip, installation dates slip, and the whole project can cascade.

Review and Approval Workflow

Managing the review workflow is where many contractors struggle. Here are the keys to keeping it moving:

Track Everything

Every submittal needs to be logged with:

• Submittal number
• Description
• Spec section
• Subcontractor/supplier
• Date sent to architect
• Date returned
• Status (approved, revise and resubmit, rejected)
• Resubmittal dates if applicable

A spreadsheet can work for small projects. But as project size and complexity grow, spreadsheets break down fast. You miss deadlines, lose track of resubmittals, and spend hours chasing status updates.

Set Clear Expectations

At the preconstruction meeting, establish:

• How submittals will be transmitted (digitally is the standard now)
• Expected review turnaround time
• The format and organization required
• Who the submittals go to and who reviews what

Getting alignment upfront prevents confusion later.

Follow Up Consistently

Do not assume the architect is working on your submittal just because you sent it two weeks ago. Follow up regularly. A quick email or call to check status keeps things moving and shows you are on top of your project.

Handle Resubmittals Quickly

When a submittal comes back as “revise and resubmit,” do not let it sit. Every day of delay on a resubmittal is a day added to your schedule. Get the corrections made and the resubmittal out as fast as possible.

Common Submittal Mistakes

These are the errors that cause the most problems on job sites:

1. Submitting Late

The number one mistake. Contractors wait too long to submit, then blame the architect for slow reviews. If you gave the architect two weeks to review per the contract, and you submitted six weeks late, the delay is on you.

Fix: Build your submittal schedule during preconstruction and stick to it. Use your project management tools to set reminders and track deadlines.

2. Submitting Incomplete Packages

Sending a submittal without all the required information wastes a review cycle. The architect sends it back asking for the missing data, and you have lost two to four weeks.

Fix: Review the spec requirements carefully before preparing each submittal. Use a checklist to confirm every required item is included.

3. Not Reviewing Before Forwarding

GCs sometimes act as a pass-through, forwarding submittals from subs to the architect without reviewing them first. This is a mistake. The GC’s review catches errors, coordination issues, and incomplete information before it reaches the design team.

Fix: Always review submittals before forwarding. Stamp them to confirm your review. It takes time, but it saves time in the long run.

4. Substituting Without Approval

Submitting a product that does not match the specification without going through a formal substitution request is a recipe for rejection. Architects take spec compliance seriously.

Fix: If you want to propose a substitute, follow the substitution process outlined in the contract (more on this below).

5. Losing Track of Submittals

On a project with 200 or more submittals, it is easy to lose track of where things stand. Which submittals are outstanding? Which ones came back and need resubmission? Which ones are holding up material orders?

Fix: Maintain a submittal log and review it weekly. Better yet, use project management software that tracks submittal status automatically.

6. Not Distributing Approved Submittals

Getting a submittal approved is only half the battle. If the approved shop drawing does not make it to the field crew or the fabricator, the approval is useless.

Fix: Have a clear distribution process. When a submittal is approved, it goes to the sub, the supplier, the PM, and the site superintendent. Digital systems make this much easier than paper.

Digital Submittal Management

The days of printing shop drawings, mailing them in tubes, and waiting for marked-up paper copies to come back are mostly over. Digital submittal management is the standard on most commercial projects and is increasingly common in residential and specialty work.

Benefits of Going Digital

• Speed. Digital submittals move faster. No mailing, no lost packages, no waiting for FedEx.
• Organization. Everything lives in one system. Search by submittal number, spec section, status, or date.
• Accountability. Digital logs show exactly when a submittal was sent, received, and returned. No more “I never got that” arguments.
• Access. Field teams can pull up approved submittals on a tablet or phone instead of digging through binders in the job trailer.

What to Look For in a System

A good digital submittal system should:

• Track submittal status from creation through approval
• Send notifications when submittals are received or returned
• Store all documents in an organized, searchable format
• Allow markup and comments during review
• Integrate with your overall project management workflow

Projul’s project management tools help contractors keep submittals, schedules, and project documents organized in one place. When your submittal tracking lives alongside your schedule and your budget, you can see how submittal delays affect the rest of the project.

Connecting Submittals to the Project Schedule

Submittals are not an isolated administrative task. They are directly tied to your construction schedule, and managing them well can make or break your timeline.

Critical Path Submittals

Some submittals are on the critical path. If they are late, the project is late. These typically include:

• Structural steel shop drawings
• Long-lead equipment (generators, chillers, elevators)
• Custom fabrications (curtain wall, architectural metalwork)
• Specialty finishes with long manufacturing times

Identify your critical path submittals early and prioritize them. These are the ones that get submitted first and tracked most closely.

Schedule Integration

Your project schedule should include submittal milestones:

• Submittal preparation start and finish dates
• Review period durations
• Material order and delivery dates
• Installation dates

When a submittal is delayed or comes back for resubmittal, update your schedule to reflect the impact. This gives you an early warning if downstream activities are at risk.

Using scheduling software that connects to your project management system makes this much easier. You can see at a glance which submittal delays are affecting which construction activities.

Procurement Coordination

Submittals and procurement go hand in hand. You cannot order materials until the submittal is approved. You cannot install materials until they are delivered. The chain from submittal to installation is only as strong as its weakest link.

Work with your subs and suppliers during estimating to identify long-lead items. Get those submittals moving as early as possible after contract award.

Substitution Requests

Sometimes you want to use a product that is different from what the specifications call for. Maybe the specified product is unavailable, too expensive, or has a lead time that does not work with your schedule. This is where substitution requests come in.

How Substitutions Work

Most contracts have a specific process for substitution requests. Typically:

1. The contractor submits a formal substitution request that includes:

   • The specified product and the proposed substitute
   • A detailed comparison of features, performance, and cost
   • Reasons for the substitution
   • Any impact on other building systems or warranty

2. The architect reviews the request and either approves or denies it.

3. If approved, the substitution becomes part of the contract documents, and the regular submittal process follows for the substitute product.

Tips for Substitution Requests

• Submit early. Do not wait until you need the material next week to request a substitution.
• Make a strong case. Show that the substitute meets or exceeds the specified product’s performance. Include test data, certifications, and references.
• Address all concerns. If the substitute affects aesthetics, dimensions, or other trades, address those impacts in your request.
• Accept the outcome. If the architect denies your substitution, do not argue endlessly. Either use the specified product or propose a different alternative.

Best Practices for Managing Submittals

To wrap things up, here are the habits that separate contractors who manage submittals well from those who are always scrambling:

Start early. Begin the submittal process during preconstruction, not after you break ground. Build your submittal log and schedule before construction starts.

Communicate with subs. Make sure your subcontractors know exactly what submittals they owe, when they are due, and what format is required. Put it in their subcontract and discuss it at the preconstruction meeting.

Review before forwarding. The GC review is not a rubber stamp. Catch problems before they reach the architect.

Track relentlessly. Update your submittal log at least weekly. Know the status of every outstanding submittal at all times.

Connect to the schedule. Always know which submittals are affecting your critical path. Prioritize accordingly.

Go digital. Paper submittal systems are slow and error-prone. Digital tools save time and reduce mistakes.

Learn from resubmittals. If a sub keeps getting submittals rejected, find out why and fix the root cause. It might be a training issue, a communication gap, or a spec misunderstanding.

Submittals are not glamorous, but they are fundamental to running a successful construction project. Get them right, and your projects flow smoothly. Get them wrong, and you will spend your days dealing with delays, rework, and frustrated clients.

Invest the time upfront to build a solid submittal process. Your projects and your bottom line will be better for it. And if you are looking for tools to help manage the process, check out Projul’s pricing to see what fits your operation.