submittal

A submittal is a package of technical documentation that a contractor or supplier sends to the architect, engineer, or project manager for approval before installing or incorporating a product into the work. It proves that the proposed product or method matches the specifications in the contract documents. Submittals are not optional; they are a contractual requirement on most construction projects above a certain size or complexity.

The contents of a submittal vary by trade and product type. For a structural steel connection, it might include shop drawings showing bolt sizes, welding details, and tolerances. For a window system, it could be performance data sheets, material certifications, color samples, and installation sequences. For a mechanical unit, it typically includes cut sheets with operating parameters, dimensions, electrical requirements, and any special handling notes. The architect or engineer reviews each submittal for compliance with the design intent and building codes, then either approves it, approves it with conditions, or rejects it and requires resubmission.

Submittals create a paper trail. Once approved, they become part of the contract record and define exactly what was installed. This protects both the contractor and the owner. If a product fails and there is a dispute, the submittal shows what was supposed to be used. Conversely, if the contractor installed something different from an approved submittal, they are liable for the discrepancy.

Common pitfalls and timing

Delays in submittal review are one of the most common causes of construction schedule slippage. A contractor cannot order long-lead items or proceed to the next trade until submittals are approved. Resubmittals due to incomplete or incorrect documentation compound the problem. Best practice is to submit early, include all requested information, and assign one person to track submittal status through the approval cycle, which typically takes one to three weeks depending on the reviewing party's workload and the complexity of the product.

The term comes from the verb submit, meaning to present for judgment or approval. In construction, it entered standard usage in the mid-twentieth century as projects became more technically demanding and liability more clearly defined. Today, submittal requirements are written into the General Conditions of nearly every contract and are managed through formal logs that track what was submitted, when, by whom, and what action was taken.