The Complete Guide to Construction Submittals

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 process in which contractors provide documentation, samples, or mock-ups of materials and methods they intend to use in a project. Submittals ensure that all project stakeholders—such as architects, engineers, and project owners—have an opportunity to review and approve materials before they are purchased and installed.

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.

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. 

Why are Submittals so Important?

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.

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 demonstrate their understanding of the project requirements and ensure that work is executed as intended. More importantly, 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

Handling submittals efficiently is critical to keeping projects on schedule and ensuring compliance with design specifications. A well-structured submittal workflow includes:

1. Creating a Submittal 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. Using a Digital System for Submittal Management
Managing submittals manually—via paper documents or scattered email threads—creates inefficiencies and risks miscommunication. A digital solution, like ConstructionOnline, simplifies organization by:

• Centralizing submittal tracking within a single platform

• Automatically sorting submittals by project, status, and responsible party

• Providing real-time visibility into approvals and outstanding items

3. Establishing 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. Standardizing 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. Ensuring 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.

ConstructionOnline's industry-leading solutions for construction Document Management & Correspondence help team communicate with clarity and maintain vital records of project decisions. Read more about ConstructionOnline's Document Management & Correspondence in the free ebook:

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.

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 totally 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.

To learn more about how ConstructionOnline can empower your team with solutions to streamline operations, improve communication, and boost profits, check out our YouTube channel!