How To Write a Construction Submittal and Track It at Every Stage

April 27, 2023 by Michael Gober & Denis Gritsiyenko

In construction, keeping projects and payment moving is crucial. No one wants to play the telephone or email game — having to ask if a bid was received or wondering when it will be responded to.

Submittals help keep everyone informed and accountable, which isn’t always easy in construction.

Ready to learn how to write a construction submittal? We walk you through the different types of submittals and outline the entire process for you.

CM Fusion: Simplifying Construction Submittals at All Levels
4 Types of Submittals in Construction
What Steps Are Involved in Construction Submittals?
How To Write a Construction Submittal
How To Write a Construction Submittal Using CM Fusion’s Cloud-Based Submittal Software

CM Fusion: Simplifying Construction Submittals at All Levels

CM Fusion allows you to manage all your construction submittals in one place to help improve efficiency and profitability that may have been lost due to endless paperwork and human error.

Our platform is:

Cloud-based
Mobile-ready
Secure and synched

Our construction submittal software lets you:

View real-time assignments, statuses, due dates, and more with a construction submittal log.
Assign submittals to team members with the appropriate status to keep everyone updated.
Track submittal revisions and uploads easily for better efficiency.

30-Day Free Trial

4 Types of Submittals in Construction

#1: A Datasheet

Project data and materials datasheets (or spec sheets) provide the technical aspects of a product or piece of equipment for the construction project.

This includes products such as:

Drywall
Carpet
Paint
Sealants
Masonry
Roofing
And more

There are three types of construction datasheets:

Performance specifications — Describe the product qualities of the material
Prescriptive specifications — Give how-to instructions on product use and installation
Proprietary specifications — Describe a specific manufacturer’s make and model of the product

Material data submittals are most common on government projects and are typically provided by the manufacturer, so they may not have to be created.

#2: Shop Drawings

Shop drawings are the most common type of submittal. They illustrate a portion of the work and show how building components will look during construction.

Shop drawings detail the:

Dimensions
Materials
Thicknesses
Quantities
Design features

They can include:

Cabinetry
Storefronts
Roofing assemblies
Windows
Structural and reinforcing steel
Any other part of the job

#3: Samples

Samples illustrate the materials the builders will use in construction. They can help the architect or engineer visualize and understand the materials better.

These submittals are usually surface materials, such as:

Carpet
Countertops
Fixtures
Concrete
Bricks

Samples can be examined for color, density, and finish. They are typically stored on-site and used for comparison to ensure the materials match the sample submittals.

#4: Mock-ups

Mock-ups demonstrate how the larger portion will be built by offering a full-size section, or portion, that is built on-site. They allow the construction team to study the aspects of the design and assembly as a “test run.”

Mock-ups are sometimes built separately from the structure or can be incorporated into the finished building.

For example, you may want to check the design and material of the building’s exterior or the functionality and layout of a room.

While mock-ups have saved many a project from going wrong, they are far less common than the other types of submittals,

What Steps Are Involved in Construction Submittals?

The steps in a submittals process offer a check-and-balance to ensure that every detail is accurate — and that everyone is on the same page.

At each step, the construction submittal is reviewed and can be either:

Rejected
Approved
Approved with revisions

#1: Pre-Construction

The pre-construction meeting typically includes the architect, engineer, and general contractor.

They discuss:

Deadlines for submittal delivery
Deadlines for submittal review
Submittal procedures, such as format delivery
What each person’s role is regarding submittals
How to avoid submittal delays

#2: Schedule Development

During this step, a project schedule for the submittals is developed by the project team.

The design team assesses the types of submittals necessary for the project, along with the required technical specifications.

#3: Preparation

The contractor or delegated subcontractor can now start preparing for the submittal.

Any deviations from the construction documents are explained in the submittal. The contractor or subcontractor then reviews the submittal to ensure it is accurate and meets all the contractual requirements.

After reviewing the submittal, it is stamped for acceptance.

#4: Review & Approval

In this final stage, the architect reviews the submittal for approval or rejection.

If the submittal is rejected, the submittal steps start over again. If a submittal is approved with revisions, the preparer typically doesn’t need to start over completely. They can either proceed as shown or begin the work while making the indicated changes.

When everyone has reviewed it and the submittal is approved — it passes back to the contractor, and the work may proceed.

How To Write a Construction Submittal

Before they break ground, the design team needs to prepare the technical specifications of the equipment and materials necessary for the project. When the architect, engineer, and contractor meet during pre-construction, they work to establish rules to use when writing submittals.

These guidelines for writing construction submittals include:

Which items require submittals
All deadlines
Methods of delivering submittals
Communication channels

The construction team uses these guidelines when writing and delivering submittals — ensuring everyone is on the same page and consistent. Setting proper protocols ensures each team member understands their obligations and has clear expectations to keep them on track.

What Details Should Be Included in a Construction Submittal?

When writing the submittal, you should thoroughly double-check it to avoid possible delays. Adhere to timelines to ensure the project is on track. It is best to include all the documents as a complete package since the submittals entail many documents. When creating a submittal, you need a submittal log to track items you need to include.

A good construction submittal should consist of:

A title — Including the submittal name and a short description of the request
The submittal type — The kind of information being requested
Priority level — In reference to other submittals
The responsible party — The person responsible for providing information, usually the contractor
The submittal manager — The person responsible for submitting the item and approving the information
The submittal reviewer — The party responsible for reviewing the information
Any required dates — Precise dates, such as when the submittal is due and when the reviewer needs to approve it

Many documents are involved in the submittal process — making it necessary to have a comprehensive submittal log. The submittal log is a record that confirms the design team approved for every item in the log. You can use construction submittals templates or more efficiently, a construction management software.

How To Write a Construction Submittal Using CM Fusion’s Cloud-Based Submittal Software

Using construction management software like CM Fusion includes workflows designed to keep all submittals in one central location.

Our construction submittal software not only allows every submittal for a particular project to be tagged to the correct team members but it can all be managed in the cloud. This allows anyone on the team to work from the most current version of each submittal with minute-by-minute submittal tracking.

Setting up a submittal without software is simple:

From your dashboard, select “Projects” from the top menu.
Pick which project you want to enter.
On the left side of the menu, click “Submittals.”
Click “Add Submittal” on the top right of the screen.
Enter the required information, such as name, division, and specification.
Choose a due date from multiple options.
Add the description.
Set submittal status.
Click “Save Submittal.”

Our software gives you additional options, such as:

Assigning a submittal and adding comments.
Making a submittal private.
Choosing only specific people who can also see it.
Alerting team members of the submittal’s creation or edits.
Uploading a file of any size or type.
And many more.

Ready to try a better way to streamline your construction submittals? Try CM Fusion for free for 30 days.