Construction Submittals Process Guide [2026]
Construction submittals keep project teams aligned before materials are ordered, fabricated, or installed. A submittal may be a shop drawing, product data sheet, sample, mockup, certification, or test report. The common purpose is the same: confirm that the proposed work can be reviewed against the contract documents before field work proceeds.
This guide explains how contractors can structure the submittal process without relying on unsupported timing assumptions. Use the project specifications, schedule, and review comments as the controlling sources.
What Are Construction Submittals?
Construction submittals are contractor-prepared items sent for review before work is purchased, fabricated, delivered, or installed. They help the project team confirm that selected materials, products, assemblies, and documentation align with the plans and specifications.
Submittals do not replace the contract documents. They also do not automatically approve deviations. If a proposed product or installation differs from the specifications, the contractor should identify the deviation clearly and follow the project substitution or clarification process.
Common Types of Submittals
| Submittal type | What it usually shows |
|---|---|
| Shop drawings | Fabrication, dimensions, connections, layout, and installation details for a specific scope |
| Product data | Manufacturer data sheets, model selections, performance information, and installation guidance |
| Samples | Physical examples of color, texture, finish, or material appearance |
| Certifications | Product, installer, material, testing, or compliance documentation required by the specifications |
| Mockups | Built examples used to review workmanship, interfaces, or finish standards |
| Closeout submittals | O&M manuals, warranties, as-builts, attic stock records, and final documentation |
Each type needs a different review path. A shop drawing may need dimensional coordination. Product data may need model selection markup. A sample may need physical routing and retention. Certifications may need source verification against the specification section.
Build the Submittal Log From the Specifications
The submittal log is the control document for the process. Start by extracting requirements from Division 01 and each technical specification section.
Recommended columns:
- Specification section
- Submittal name
- Submittal type
- Responsible subcontractor or vendor
- Required reviewer
- Planned submission date
- Required return date based on the project schedule
- Current status
- Date submitted
- Date returned
- Comments or revision notes
- Related RFI, addendum, procurement item, or schedule activity
The log should connect to the procurement schedule. Long-lead items, fabricated work, equipment, samples needed for finish approvals, and scopes tied to critical path activities usually need earlier attention.
A Safe Submittal Workflow
1. Extract Requirements
Read the specifications and list every required item. Do not rely only on memory or prior project templates because each contract can define different review requirements.
2. Assign Responsibility
Assign each submittal to the party preparing it. The general contractor may control the log, but subcontractors and vendors usually prepare trade-specific shop drawings, product data, and certifications.
3. Review Internally Before Routing
The contractor should check for obvious gaps before forwarding a submittal: missing product selections, wrong specification section, unmarked data sheets, missing certifications, unresolved substitutions, or coordination conflicts.
4. Route to the Right Reviewer
Send the item to the reviewer identified by the contract documents. Some items may require architect review, engineer review, owner review, commissioning review, or multiple reviewers.
5. Track Status and Comments
Record each status, return date, and required action. If the status requires revision or clarification, update the log immediately so the responsible party knows the next step.
6. Connect Open Questions to RFIs
If the submittal exposes a drawing conflict or unclear requirement, submit an RFI before guessing. Use the construction RFI process guide and RFI generator to structure clear questions.
Review Status Terms
Review stamps vary by project, so always read the contract definitions. Common status language may include:
- Approved
- Approved as noted
- Reviewed
- Revise and resubmit
- Rejected
- No exceptions taken
- Furnish as corrected
The label alone is not enough. The team must read the comments and required action. A submittal returned with notes may still require corrections before fabrication, while another may require a full resubmission before work can proceed.
Submittals vs RFIs
An RFI asks a question. A submittal presents a proposed item for review.
Use an RFI when the documents are unclear, conflicting, incomplete, or impossible to coordinate. Use a submittal when the contractor is ready to show the proposed product, fabrication, sample, or required documentation.
The two workflows often connect. If a specification conflict affects product selection, resolve the RFI before submitting product data. If a shop drawing reveals a coordination conflict, record the issue in the submittal log and submit the RFI promptly.
Submittal Management Checklist
Before starting a project, confirm:
- The submittal log is built from the current specifications
- Addenda have been incorporated
- Long-lead items are flagged
- Reviewers and responsible parties are assigned
- Required dates tie to procurement and installation
- RFIs are linked when requirements are unclear
- Status terms are understood by the project team
- Revised submittals are tracked separately from initial submissions
- Approved items are distributed to the field and retained for closeout
For bid-stage planning, review ConstructionBids.ai bid search so your team can identify opportunities early enough to plan document control, RFIs, and procurement risk before committing to a bid.
Frequently Asked Questions
What are construction submittals?
Construction submittals are documents, drawings, samples, product data, and certifications submitted for review before materials are purchased, fabricated, or installed.
What are the main types of construction submittals?
Common submittal types include shop drawings, product data, physical samples, mockups, test reports, certifications, closeout documents, and manufacturer installation instructions.
Who manages the submittal log?
The general contractor usually maintains the submittal log, while subcontractors prepare trade-specific submittals and the design team reviews items assigned under the contract documents.
How long does submittal review take?
Review timing depends on the contract documents, reviewer workload, item complexity, and whether the submission is complete. Contractors should use the specified review period and project schedule rather than assuming a standard duration.
What is the difference between an RFI and a submittal?
An RFI asks for clarification about the contract documents. A submittal presents a proposed product, fabrication, sample, or document for review against those requirements.