A submittal in construction is a document, sample, or product data submitted by contractors to project stakeholders (such as architects, engineers, or owners) for approval before work proceeds. The construction submittal process ensures that materials, equipment, and designs comply with project specifications. A construction submittal log is used to track submissions, approvals, and revisions.
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What is Submittal?
A construction submittal is a formal document, drawing, or material sample submitted by contractors for approval before installation.
It ensures compliance with project specifications and helps prevent costly errors.
Construction Submittal Process
Preparation – Contractors collect required documents, specifications, and product data.
Internal Pre-Review (Optional) – The contractor or subcontractor internally reviews the submittal for completeness before official submission.
Submission – The submittal is sent to project stakeholders for review.
Tracking & Response Monitoring – The contractor tracks the submittal status and ensures timely feedback.
Review & Approval – Engineers, architects, or owners review and either approve, reject, or request modifications.
Revision (if needed) – Contractors revise and resubmit based on feedback.
Final Approval & Implementation – Once approved, materials and designs are used in construction.
Field Verification & Compliance Check – The contractor ensures that installed materials match the approved submittals.
What is a Deferred Submittal?
A deferred submittal is submitted after construction begins, usually for specialized components that require extra design time or approvals.
These may include structural elements, fire protection systems, or prefabricated units that depend on other completed work
Deferred Submittal Process
Identify Deferred Items – Determine which components will be submitted later.
Initial Project Approval – Main plans are approved with deferred submittal notes.
Prepare Deferred Submittals – Contractors or suppliers compile necessary documents.
Submit for Review – Send to engineers, architects, or permitting authorities.
Review & Approval – Approve, reject, or request modifications.
Revise & Resubmit (if needed) – Update and resubmit as required.
Final Approval & Implementation – Approved items are fabricated and installed.
Field Verification – Ensure installed components match approved submittals.
Potential Approval Workflows
The approval process ensures that submittals are reviewed by the right stakeholders before work begins, following the established approval framework.
The workflow varies depending on project complexity and requirements.
Subcontractor → General Contractor → Architect → General Contractor → Subcontractor
The subcontractor submits the submittal.
The general contractor (GC) reviews it.
The architect reviews for design compliance.
The GC distributes the approved submittal.
The subcontractor receives approval and proceeds with work.
Subcontractor → General Contractor → Engineer → Architect → General Contractor → Subcontractor
The GC reviews and forwards it to the engineer.
The engineer ensures technical accuracy.
The architect reviews for design consistency.
The GC distributes the final approval.
Subcontractor → General Contractor → Construction Manager → Engineer → Architect → Construction Manager → General Contractor → Subcontractor
The construction manager (CM) reviews and forwards it to the engineer.
The engineer and architect review for technical and design compliance.
The CM does a final check before returning it to the GC.
Subcontractor → General Contractor → Construction Manager → Engineer → Architect → Construction Manager → Owner’s Representative → General Contractor → Subcontractor
The owner’s representative provides the final project-level review before the GC distributes the approved submittal.
Construction Submittal Log
A construction submittal log is a tracking document used to monitor the status of all submittals throughout the project.
It typically includes:
Submittal Description – Brief details of the submittal item.
Submission Date – Date the submittal was initially submitted.
Approval Date – Date the submittal received final approval.
Review Status – Indicates whether the submittal is approved, pending, or rejected.
Reviewer Comments – Feedback provided by reviewers.
Required Modifications – Necessary changes before approval.
Resubmission Date – Date the revised submittal was resubmitted.
Responsible Party – The contractor, subcontractor, or vendor responsible for the submittal.
Specification Section – The section of project specifications related to the submittal.
Approval Authority – The person or entity responsible for final approval.
Construction Submittal Software & Templates
To streamline the construction submittal process, many teams use construction submittal software and standardized construction submittal templates.
These tools help:
Automate Document Tracking
Reduce Approval Delays
Ensure Compliance
Organize Submittals Efficiently
Standardize Formats
Improve Collaboration
Maintain Audit Trails
Construction Submittal Process Flowchart
A construction submittal process flowchart visually maps out the steps from submission to approval, helping teams understand each phase of the process and avoid bottlenecks.
