Every construction professional who has signed a contract should understand the critical role of submittals. These are essential documents—ranging from shop drawings and material samples to product data and test reports—that contractors provide to architects, engineers, or consultants before work begins. Submittals allow these professionals to verify that the proposed materials and methods comply with the project specifications, ensuring that construction proceeds as planned.
What many companies don’t realize—until they’ve learned the hard way—is just how crucial submittals are to project success. They serve as a safeguard against costly mistakes, structural failures, and even legal liabilities.
What is a Submittal?
A construction submittal is a formal document consisting of samples, or mock-ups of materials and methods intended to be used in a project. Typically, contractors send submittals to project stakeholders - including architects, engineers, and stakeholders - for review, modification, and approval before beginning or continuing with a job.
For more in-depth, technical information about Submittals, check out this article from the Construction Specifications Institute (CSI): Shop Drawings and Submittals: Definition, Purpose, and Necessity.
Importance of Submittals in Construction
Submittals play a key role in quality control, helping to prevent errors, ensure compliance with project specifications, and maintain safety standards. They provide a crucial checkpoint to confirm that work aligns with the original design intent, reducing the risk of costly rework or structural failures.
When project plans and specifications are drafted, architects and engineers define precise requirements for materials, components, and workmanship. Any deviation from these specifications can lead to project delays, cost overruns, and safety hazards, which is why creating submittals of the proposed plans and ensuring they are approved is so important.
The Hyatt Regency Walkway Collapse: The Tragic Result of Communication Failures
A tragic example of what can happen when changes are not properly reviewed is the Hyatt Regency Walkway Collapse of 1981—the deadliest structural failure in U.S. history. In this case, modifications to the original design were not adequately evaluated, and the added structural load resulted in a catastrophic failure. This disaster underscores the importance of rigorous review processes for all construction submittals.
Learn more about the Hyatt Regency Walkway Collapse, courtesy of the American Society of Civil Engineers, who still study the incident to this day:
By properly submitting and reviewing submittals, contractors can prevent costly, dangerous building mistakes and ensure that work matches quality and safety expectations. This process upholds the industry’s ethical duty to design and build with integrity, protecting lives and maintaining professional credibility.
Types of Construction Submittals
Submittals encompass various types of documents and materials, including:
- Shop Drawings: Detailed drawings that show how specific components will be manufactured or assembled.
- Material Samples: Physical samples of materials like paint, flooring, or concrete to ensure they meet specifications.
- Product Data Sheets: Manufacturer specifications for equipment, fixtures, and other products.
- Test Reports & Certifications: Documentation proving that materials or systems comply with industry standards and regulations.
- Mock-ups: Full or partial prototypes of critical project elements for approval before large-scale implementation.
Each submittal must be reviewed, approved, and properly documented to maintain accountability and project compliance.
The Submittal Process: Best Practices
Managing submittals efficiently is critical to keeping projects on schedule and ensuring compliance with design specifications. A well-structured submittal workflow includes:
1. Track Submittals with a Log
At the start of a project, contractors should develop a comprehensive submittal log based on the project’s specifications. This log should outline all required submittals, assign responsibilities, and establish due dates to prevent delays.
2. Use a Centralized, Digital System for Submittal Management
Managing submittals manually—via paper documents or scattered email threads—creates inefficiencies and risks miscommunication. A digital project management platform built specifically for construction management simplifies organization by:
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Centralizing submittal tracking within a single platform
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Automatically sorting submittals by project, status, and responsible party
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Providing real-time visibility into approvals and outstanding items
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3. Establish Clear Communication Protocols
Defining roles and responsibilities for submitting, reviewing, and approving submittals ensures a streamlined process. Project managers, subcontractors, and design teams should collaborate using structured workflows to reduce back-and-forth delays.
4. Standardize Documentation & Submission Formats
Providing clear guidelines on required formats, file types, and submission procedures ensures that all stakeholders follow a consistent process, minimizing errors and resubmissions.
5. Ensure Compliance & Accountability
Approved submittals should be documented and accessible for future reference. Keeping a detailed record of submittal approvals can protect contractors from liability and serve as proof of compliance in case of disputes.
Streamlining your submittal management process from submission to approval improves communication and visibility between the submitter and approver(s), and ensures your projects are completed to a quality standard.
📄FREE Construction Submittal & Log Templates: Establishing an effective submittal tracking process is your first step towards improving communication in your construction business. Click the button below to download our free submittal template and submittal log template so you can start tracking submittals with more ease and organization:
Submittals vs. Transmittals vs. RFIs: Key Differences
While submittals are a crucial component of construction documentation, they are often confused with transmittals and RFIs (Requests for Information). Understanding the distinctions between these documents is essential for effective project communication.
- Submittals are detailed documents submitted for approval before materials and methods are used in a project. They ensure compliance with project specifications.
- Transmittals serve as a record of documents, drawings, or information exchanged between project stakeholders. They do not require approval but provide a formal trail of communication.
- RFIs (Requests for Information) are inquiries made by contractors or subcontractors to clarify ambiguities in project plans, specifications, or contracts. RFIs help resolve uncertainties before work proceeds.
These are brief summaries of each term, but our article Submittals vs Transmittals vs RFIs: A Plain-English Breakdown provides an expounded comparison and analysis of all three complete with examples.
Each type of document plays a unique role in maintaining project organization, preventing miscommunication, and ensuring that all stakeholders are aligned on project requirements.
How ConstructionOnline™ Streamlines Submittals
Managing construction submittals effectively requires more than just good organization—it requires the right technology. ConstructionOnline offers a comprehensive solution that simplifies submittal tracking and communication. With features like:
- Automated Submittal Logs: Generate and track submittals by project, due dates, and approval status.
- Cloud-Based Access: Ensure that all stakeholders can review and approve submittals from anywhere.
- Integrated Communication Tools: Reduce miscommunication with built-in messaging and approval workflows.
By leveraging ConstructionOnline, contractors can significantly reduce administrative burdens, mitigate risks, and keep projects moving forward efficiently.
Sign up for a free, 10-day trial of ConstructionOnline to explore the platform's industry-leading solutions for construction Submittals and more.
Conclusion
Construction submittals are a fundamental part of project management, ensuring that every aspect of a build aligns with approved plans and specifications. A well-executed submittal process prevents costly errors, protects project integrity, and enhances communication across teams.
