What is a Submittal
Summary: A submittal is contractor-provided documentation submitted to the designer (architect or engineer) for review and approval before construction work proceeds or materials are fabricated. Submittals verify that proposed materials, equipment, and methods meet the design intent. Common types include shop drawings, product data, samples, and mock-ups.
Definition
A submittal is formal documentation that a contractor or subcontractor provides to the design team to demonstrate compliance with the contract documents. Before installing a product, fabricating a component, or proceeding with certain work, the contractor must obtain approval that their proposed approach meets the project specifications.
Submittals serve as a quality control checkpoint:
- Verify proposed materials match specifications
- Confirm fabrication details align with design intent
- Document that the contractor understands project requirements
- Create a record of approved products for the project
The term “submittal” reflects the formal submission process—documentation must be formally submitted through official channels, reviewed by the designer, and returned with an approval status.
Types of Submittals
| Submittal Type | Description | Examples |
|---|---|---|
| Shop Drawings | Detailed fabrication drawings prepared by contractors or manufacturers showing how products will be made and installed | Structural steel connections, curtain wall details, HVAC ductwork layouts, millwork details |
| Product Data | Manufacturer’s literature, specifications, and technical information for proposed products | Catalog cuts, specification sheets, installation instructions, warranty information |
| Samples | Physical examples of materials, finishes, or products | Paint color samples, flooring tiles, fabric swatches, brick samples |
| Mock-ups | Full-scale assemblies demonstrating appearance and quality standards | Exterior wall mock-ups, ceiling assembly samples, entrance lobby finishes |
| Certificates | Documentation of testing, compliance, or qualifications | Mill certificates, fire ratings, product certifications, installer qualifications |
| Test Reports | Laboratory or field test results demonstrating performance | Concrete strength tests, air quality tests, waterproofing tests |
The Submittal Approval Process
Standard Workflow
| Step | Who | Action |
|---|---|---|
| 1. Prepare | Subcontractor | Creates submittal package with product data, shop drawings, or samples |
| 2. Review | General Contractor | Reviews for coordination, completeness, and contract compliance |
| 3. Transmit | General Contractor | Formally submits to designer with transmittal documentation |
| 4. Review | Designer (A/E) | Reviews for design intent compliance |
| 5. Respond | Designer | Returns with approval status and any comments |
| 6. Distribute | General Contractor | Distributes approved submittal to relevant parties |
| 7. Proceed | Subcontractor | Fabricates or procures based on approved submittal |
Approval Statuses
| Status | Meaning | Action Required |
|---|---|---|
| Approved | Submittal meets requirements | Proceed with work |
| Approved as Noted | Acceptable with minor comments incorporated | Incorporate notes, proceed with work |
| Revise and Resubmit | Significant issues require correction | Address comments, prepare new submittal |
| Rejected | Does not meet requirements | Select different product or approach |
| Reviewed | For record only, no approval needed | Proceed with work |
Review Timeline
Typical contract language allows 10-14 business days for designer review. Complex submittals or those requiring multiple discipline coordination may require additional time. Late submittals or rejections can impact project schedule.
Why Submittals Matter
Quality Assurance
| Function | Benefit |
|---|---|
| Design verification | Ensures contractor selections match design intent |
| Coordination | Reveals conflicts between trades before installation |
| Documentation | Creates permanent record of what was approved |
| Liability allocation | Establishes who reviewed and approved what |
Project Impact
| Impact Area | Consequence of Poor Submittal Management |
|---|---|
| Schedule | Delayed approvals hold up fabrication and installation |
| Cost | Rejected submittals require rework and re-procurement |
| Quality | Incorrect materials installed without proper review |
| Disputes | Unclear approval status leads to contested work |
Submittal Volume by Project Type
Submittals represent a significant administrative workload on construction projects.
| Project Type | Typical Submittal Count |
|---|---|
| Small commercial | 100-300 submittals |
| Mid-size commercial | 300-800 submittals |
| Large commercial | 800-2,000 submittals |
| Healthcare/Laboratory | 1,500-4,000 submittals |
| Complex industrial | 2,000-5,000+ submittals |
Each submittal may have multiple revisions, multiplying the total document volume.
Submittals vs. Related Documents
| Document | Purpose | How It Differs from Submittals |
|---|---|---|
| RFI (Request for Information) | Ask questions about unclear requirements | RFIs request clarification; submittals propose solutions |
| Shop Drawings | Fabrication details | Shop drawings are one type of submittal |
| As-Builts | Record what was actually installed | Submittals show what was proposed before installation |
| Specifications | Define requirements | Specifications establish requirements; submittals demonstrate compliance |
| Contract Drawings | Show design intent | Drawings show what to build; submittals show how contractor will build it |
How Drawing Changes Affect Submittals
Drawing revisions directly impact the submittal process. When design drawings change, previously approved submittals may no longer be valid.
Impact Scenarios
| Drawing Change | Submittal Impact |
|---|---|
| Dimension changes | Shop drawings may need revision |
| Material specification updates | Product data submittals may be invalidated |
| Layout modifications | Coordination submittals require resubmission |
| Detail changes | Fabrication submittals need updating |
| Scope additions | New submittals required for added work |
The Coordination Challenge
When a drawing revision is issued:
- Identification - Which submittals are affected by the changes?
- Assessment - Is the change significant enough to require resubmission?
- Communication - Notify subcontractors of potential impacts
- Resubmission - Prepare and process revised submittals
- Fabrication hold - Delay fabrication until re-approval
On large projects with hundreds of active submittals and frequent drawing revisions, tracking these relationships manually is error-prone.
Drawing Comparison Connection
Automated drawing comparison helps manage submittal impacts:
| Capability | Submittal Benefit |
|---|---|
| Change identification | Know exactly what changed in each revision |
| Location mapping | Identify which areas of the project are affected |
| Change categorization | Distinguish minor graphic changes from scope-affecting modifications |
| Audit trail | Document when changes occurred relative to submittal approvals |
When Bedrock identifies drawing changes, project teams can cross-reference against active submittals to determine which require revision. This prevents the costly scenario of fabricating to outdated, no-longer-approved drawings.
Common Submittal Problems
| Problem | Cause | Prevention |
|---|---|---|
| Late approvals | Incomplete submittals, slow review cycles | Front-load submittal preparation, track review status |
| Coordination conflicts | Trades submit independently without cross-checking | Require coordination review before formal submission |
| Drawing revision misalignment | Submittals based on superseded drawings | Compare all revisions, verify submittal baseline |
| Lost submittals | Poor document management | Use submittal management software, maintain transmittal logs |
| Unclear approval status | Ambiguous review comments | Standardize approval stamps and status definitions |
FAQ
How many submittals does a typical project have?
Commercial projects typically have 300-1,000 submittals. Complex projects like hospitals or laboratories may have 2,000-5,000 or more.
What’s the difference between a submittal and an RFI?
An RFI (Request for Information) asks a question about unclear requirements. A submittal proposes a specific product, material, or method for approval. You might send an RFI to clarify which paint sheen is required, then submit product data for the specific paint you plan to use.
How long does submittal review take?
Contracts typically allow 10-14 business days for designer review, though complex submittals may require longer. Expedited reviews can sometimes be negotiated for critical-path items.
What happens if a submittal is rejected?
The contractor must address the rejection reasons and resubmit. This may involve selecting a different product, revising shop drawings, or providing additional documentation. Rejections add time and cost.
Do submittals transfer liability to the designer?
Generally, no. Submittal approval typically includes language stating that approval does not relieve the contractor of responsibility for compliance with contract documents. The designer’s review is for general conformance with design intent, not detailed checking of dimensions or quantities.
When do submittals need to be revised after drawing changes?
When drawing changes affect the scope, dimensions, specifications, or coordination of previously approved submittals, those submittals typically need revision. Drawing comparison tools help identify which changes are significant enough to warrant resubmission.
Key Takeaways
- Submittals are contractor-provided documentation requiring designer approval before work proceeds
- Types include shop drawings, product data, samples, mock-ups, certificates, and test reports
- The approval process flows from subcontractor through general contractor to designer and back
- Typical projects involve hundreds to thousands of submittals
- Drawing changes can invalidate previously approved submittals
- Automated drawing comparison helps identify which submittals need revision after drawing updates
- Poor submittal management leads to schedule delays, cost overruns, and quality issues
Last updated: 2026-02-04