How to Organize Construction Submittals

Submittals form the documentation foundation of construction quality control. When the process is disorganized, the result is approval bottlenecks, incorrect materials arriving on site, and expensive rework. This step-by-step guide walks through a proven system for keeping submittals on track from day one.

Step 1: Create a Submittal Register

The submittal register is your master index of every item that needs to be submitted during the project. Build it by carefully reviewing the project specifications section by section. Each spec division will list the submittals required — product data, shop drawings, samples, certifications, and more. A thorough register prevents items from slipping through the cracks.

Review Every Spec Section

Go through each specification division and flag every paragraph that calls for a submittal. Do not rely on the table of contents alone — required submittals are often embedded within individual articles.

Note Format Requirements

Record whether each submittal requires product data sheets, shop drawings, material samples, mock-ups, test reports, or manufacturer certifications. The required format affects preparation time.

Identify Copy Counts

Determine how many copies are required by the contract — some projects mandate multiple hard copies in addition to digital files. Note who receives each copy (owner, architect, CM, inspector).

Flag Special Reviews

Some submittals require review by specialty consultants, third-party testing agencies, or code officials in addition to the architect. These extra review loops add time and must be planned for.

Link to Spec Numbers

Every entry in the register should reference the exact specification section and paragraph number. This cross-reference makes it easy to verify requirements and resolve disputes during review.

Step 2: Establish a Numbering System

A consistent numbering convention makes it possible to identify any submittal at a glance and trace it back to the specification. The most widely used format is [Spec Section]-[Sequence]-[Revision]. For example, submittal 08 11 13-001-00 refers to the first submittal under spec section 08 11 13 (Hollow Metal Doors and Frames), initial revision. When resubmitted after review comments, it becomes 08 11 13-001-01, and so on.

This structure keeps submittals organized by trade and specification division, while the revision suffix creates a clear audit trail. Agree on the numbering convention with all project stakeholders at the pre-construction meeting so there is no ambiguity once submittals start flowing.

Step 3: Create a Submittal Schedule

The submittal schedule works backward from the installation date to determine when each package must be submitted. By accounting for approval turnaround, fabrication lead times, and delivery windows, you can calculate a required submission date that keeps the project on track.

Installation Date

The target date when the material or equipment must be installed on site per the construction schedule. This is your fixed endpoint to work backward from.

Delivery Lead Time

The time needed for the manufacturer to fabricate and ship the product after the order is placed. Long-lead items like switchgear or custom curtain wall can take 12 to 20 weeks or more.

Approval Turnaround

The contractually allowed time for the design team to review and return the submittal. Typically 10 to 14 business days, but specialty items may require longer review cycles.

Preparation Time

The time the contractor or subcontractor needs to assemble the submittal package — gathering product data, preparing shop drawings, obtaining samples, and completing the transmittal form.

Required Submit Date

The calculated date by which the submittal must be sent to the reviewer. This is your actionable deadline — miss it, and the installation date is at risk. Build in buffer for potential resubmissions.

Step 4: Define Review Actions

Every submittal returned from the reviewer carries an action stamp that tells the contractor what happens next. Make sure all team members understand what each action means so there is no confusion about whether procurement can proceed.

Approved

The submittal meets the contract requirements as submitted. The contractor may proceed with fabrication and procurement without changes.

Approved as Noted

The submittal is acceptable with minor comments or markups. The contractor may proceed but must incorporate the noted revisions into the final product or installation.

Revise and Resubmit

The submittal has significant issues that must be corrected. No procurement or fabrication may begin. The contractor must address the comments and send the updated package through the review cycle again.

Rejected

The submittal does not conform to the contract documents. The contractor must prepare a completely new submittal that meets the specified requirements. This typically indicates a fundamental product or approach mismatch.

For Information Only

The submittal is provided for the record and does not require formal approval. Common for informational items like warranties, maintenance manuals, and manufacturer literature.

Step 5: Organize Digital Files

Set up a folder structure that mirrors the CSI MasterFormat divisions so every team member knows exactly where to find a submittal. A well-organized digital filing system eliminates the time wasted searching for documents and ensures nothing gets misfiled.

A recommended structure uses the top-level project folder, then a Submittals folder, then division folders (e.g., Div 03 - Concrete, Div 08 - Openings, Div 23 - HVAC). Within each division folder, create individual submittal folders named with the submittal number. Inside each submittal folder, store the transmittal, the submittal package, reviewer markups, and any resubmission versions.

Use consistent file naming that includes the submittal number, revision, and a brief description — for example, 08-11-13-001-Rev00_HollowMetalDoors.pdf. This makes files sortable and searchable without opening them.

Step 6: Track Key Dates

Every submittal has a lifecycle of critical dates that must be recorded. Tracking these dates reveals bottlenecks, identifies who is holding up the process, and provides documentation if schedule claims arise later.

Required Date

The calculated deadline for when the submittal must be issued to the reviewer in order to maintain the construction schedule. Derived from the submittal schedule.

Date Received

The date the general contractor receives the submittal package from the subcontractor or supplier. This starts the GC's internal review clock before forwarding to the design team.

Date Sent

The date the submittal is transmitted to the architect or engineer of record for formal review. This starts the contractual review period.

Date Returned

The date the reviewed submittal is returned to the contractor with an action stamp. Compare this to the date sent to measure actual review turnaround against the contractual allowance.

Resubmit Date

The date a revised submittal is sent back for another review cycle. Track each resubmission separately to maintain a complete history of the approval process.

Final Approval Date

The date the submittal receives its final approved action (Approved or Approved as Noted). This date authorizes procurement and fabrication to begin.

Step 7: Review Status Weekly

A weekly submittal status meeting keeps the entire team aligned and surfaces problems before they delay the schedule. Use a filtered view of the submittal log to focus on the items that need attention right now.

Due Within Two Weeks

Submittals with a required date in the next 14 days. These need immediate attention from the responsible subcontractor to avoid late submissions.

Out Past Standard Time

Submittals that have been with the reviewer longer than the contractual review period. Follow up immediately and document the delay for potential schedule impact claims.

Pending Resubmission

Items returned as Revise and Resubmit that have not yet been resubmitted. Track how long the correction has been pending and push the responsible party for a resubmission date.

Approved Pending Distribution

Submittals that have been approved but not yet distributed to the field team or subcontractors. Approved submittals sitting in an inbox do not help anyone on site.

Long-Lead Items

Equipment and materials with extended fabrication or delivery timelines. These submittals should be prioritized above all others because a late approval directly delays the construction schedule.

Frequently Asked Questions

What is the difference between a submittal register and a submittal log?

A submittal register is the master list created at the start of a project that identifies every required submittal based on the specifications. A submittal log is the ongoing tracking document that records the status of each submittal as it moves through preparation, review, and approval. The register is your plan; the log is your real-time progress tracker.

How far in advance should submittals be sent for review?

Most contracts allow 10 to 14 business days for the design team to review a submittal. Working backward from the installation date, you need to account for fabrication lead time, shipping, and potential resubmissions. For long-lead items like custom curtain walls or specialty equipment, submittals should be issued within the first few weeks of the project.

What happens when a submittal is marked Revise and Resubmit?

When a submittal receives a Revise and Resubmit action, the contractor must address the reviewer's comments, correct or update the submittal package, and send it back through the full review cycle. No procurement or fabrication should begin until the resubmitted version receives approval. Each resubmission should increment the revision number in the submittal numbering system.

Can digital submittal management replace paper-based systems entirely?

Yes, most modern projects use digital submittal management exclusively. Cloud-based platforms allow real-time tracking, automated notifications, and centralized storage. Digital systems eliminate lost packages, speed up distribution, and create a clear audit trail. However, some contracts or agencies may still require physical copies for certain submittals, so always check the project requirements.

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