What Is a Submittal in Construction: Turn Approval Chaos into Smooth Workflow
Written by Anna Ghazaryan
On a busy commercial job, there’s no shortage of moving parts and different stakeholders.
Designers sketch, architects revise, while contractors and subcontractors build. Each team has its own set of drawings, specs, and deadlines. When communication is not smooth, it doesn’t take long for a small misunderstanding to lead to some serious mistakes. A single missed detail can ruin schedules, budgets, and most importantly, client trust.
That might be the reason documentation and communication keep everyone aligned and the project running. Every detail has to be reviewed and approved. That process runs through submittals.
In my blog, I will discuss what a submittal in construction is and how they make the approval process smoother and faster.
Submittal in Construction Explained
A submittal is basically a package of information that is used to confirm every piece of work matches the original design. By saying information, I mean everything from drawings and material samples to equipment specifications.
Construction submittals serve as a communication tool or a bridge between the subcontractor working in the field and a designer or architect. The goal is simple: to catch small details before they turn into a big problem. For me, as a project manager, it’s a behind-the-scenes tool that quietly keeps a project running smoothly.
Common Types of Submittals
Information can come in different forms. A drawing, a mockup, or the engineer’s calculations is a submittal with one common purpose: to review necessary parameters and have them aligned throughout the project.
If you understand the different types helps teams coordinate efficiently and prevents errors before they reach the site.
1. Shop Drawings
The submittals are detailed illustrations created by contractors to show how a specific component will be installed.
For example, steel beams or custom cabinetry require precise measurements and layouts. By reviewing them, the design team can verify that the installation matches the original design.
2. Product Data
Documents showing technical specifications and characteristics fall under this category. Manufacturer specifications, brochures, or cut sheets for materials and equipment are types of submittals. When an electrical subcontractor might submit lighting fixture specs, or a plumbing team may provide data sheets for valves.
3. Samples
Physical or digital samples of materials, finishes, or components are also sent for review by the design team. For instance, there are paint colors, flooring, ducts, and fabric samples. They allow the architect and client to confirm the appearance and quality before bulk materials are ordered and installed.
4. Mock-ups
Mock-ups are full-scale, on-site examples of a portion of the project. These are typically used for complex systems such as curtain walls, façades, plumbing assemblies, or even bathroom layouts. In other words, it’s a real part of the project showing how it will work in real life.
5. Manuals and Warranties
These documents are typically submitted toward the end of a project. They provide detailed guidance on how to operate and maintain equipment or installed systems.
Maintenance schedules and troubleshooting of the HVAC unit, along with warranty outlining, come as such documents. They help building owners properly operate the equipment once the building is in operation.
Construction Submittal Process: Step by Step
In a large project, this process is regulated by the contract. There can be a schedule and a detailed process that the parties agree on.
1. Preparation by the Subcontractor
The process begins in the field. Imagine I am a subcontractor, for example, an HVAC installer. First, I prepare the submittal package related to the systems to be installed. It can include drawings, manufacturer data sheets, or samples of pipes and fixtures.
What’s more? They can mention the model they use. It’s important to provide as detailed a report as possible to leave no room for further questions.
2. Review by the General Contractor (GC)
A general contractor is the next to review the request. It resembles the first quality checkpoint. The contractor assesses the submittal to check it for accuracy and compliance with project specifications. If any detail is missing, the GC is free to send it back to me for revisions.
For instance, if the HVAC system’s dimensions don’t match the approved drawings, correction is required before moving forward.
3. Submitting Files to the Design Team
Once the document is approved by a contractor, it moves to the design team. The latter may contain an engineer, a designer, or an architect. They check every detail to ensure it complies with the standards and system compatibility. The architect has to review and approve the package.
On some projects, the owner, or a representative, also reviews the submittals, for example, for high-value or specialized equipment. Their approval is the final green light before procurement and installation begin.
Key Documents and Details for Submittals
Each submittal package typically includes essential project information like:
Those are the essential parts. However, when I use our construction management software, the layout of the digital version submittal looks much more structured and automated.
I can create a submittal that contains the above data and important details, like a relation to a particular area (like a change order, purchase order, or daily log) and a particular item.
So, when a subcontractor uploads an HVAC equipment spec, the GC can instantly send it to the architect and other approvers. The architect can add notes directly in the system, attach reference drawings, and return them to the GC.
Are Submittals the Same as RFIs?
It’s a common question on construction projects: Are submittals the same as RFIs? The short answer is not exactly, though they’re closely related.Submittals are requests sent by contractors to architects or engineers for approval before work begins. Their goal is to confirm some points that need to be approved so that they can proceed.
They are especially used in commercial projects as the scope and the number of details are much bigger, and if approval is delayed, the consequences are unpredictable.
RFIs, or Requests for Information, in turn are inquiries sent by contractors when something in the plans or drawings is unclear.
In other words, a submittal says, “Here’s what we plan to do, please confirm it’s correct”. Meanwhile, an RFI says, “We are unsure how this part should be done. Can you clarify?” Both keep projects aligned, but submittals are more about approval, and RFIs are about clarification.
Submittals are requests sent by contractors to architects or engineers for approval before work begins. Their goal is to confirm some points that need to be approved so that they can proceed.
They are especially used in commercial projects as the scope and the number of details are much bigger, and if approval is delayed, the consequences are unpredictable.
RFIs, or Requests for Information, in turn are inquiries sent by contractors when something in the plans or drawings is unclear.
In other words, a submittal says, “Here’s what we plan to do, please confirm it’s correct”. Meanwhile, an RFI says, “We are unsure how this part should be done. Can you clarify?” Both keep projects aligned, but submittals are more about approval, and RFIs are about clarification.
Submittals are requests sent by contractors to architects or engineers for approval before work begins. Their goal is to confirm some points that need to be approved so that they can proceed.
They are especially used in commercial projects as the scope and the number of details are much bigger, and if approval is delayed, the consequences are unpredictable.
RFIs, or Requests for Information, in turn are inquiries sent by contractors when something in the plans or drawings is unclear.
In other words, a submittal says, “Here’s what we plan to do, please confirm it’s correct”. Meanwhile, an RFI says, “We are unsure how this part should be done. Can you clarify?” Both keep projects aligned, but submittals are more about approval, and RFIs are about clarification.
Submittals are requests sent by contractors to architects or engineers for approval before work begins. Their goal is to confirm some points that need to be approved so that they can proceed.
They are especially used in commercial projects as the scope and the number of details are much bigger, and if approval is delayed, the consequences are unpredictable.
RFIs, or Requests for Information, in turn are inquiries sent by contractors when something in the plans or drawings is unclear.
In other words, a submittal says, “Here’s what we plan to do, please confirm it’s correct”. Meanwhile, an RFI says, “We are unsure how this part should be done. Can you clarify?” Both keep projects aligned, but submittals are more about approval, and RFIs are about clarification.
💡If you want to explore the most common challenges builders face when managing submittals and how to handle them efficiently, read the full article on our website blog.