construction submittals Archives - JDJ Consulting

Submittal Drawing Requirements: Guide for Construction Projects

Jake Heller — Tue, 17 Mar 2026 17:34:22 +0000

Opening a construction project involves more than just design plans and approvals. Before any materials are ordered or installed, there is a critical step that often gets overlooked—submittal drawings. These documents help turn design intent into real-world execution.

Submittal drawings play a key role in keeping projects organized, compliant, and on schedule. They ensure that materials, systems, and installation methods match what was approved during the design phase. Without them, even small misunderstandings can lead to delays, rework, or failed inspections.

In fast-moving projects like retail tenant improvements or commercial buildouts, there is little room for error. Every detail matters. That is why a clear and structured submittal process is essential from the start.

In this guide, we will break down submittal drawing requirements in simple terms. You will learn what they include, why they matter, and how to manage them effectively to avoid costly mistakes.

What Are Submittal Drawings in Construction?

Submittal drawings are a key part of any construction project. They help move a design from paper to reality. Before any work begins, contractors must submit these drawings for review and approval.

In simple terms, submittal drawings show how something will actually be built or installed. They go beyond basic design plans. They include detailed information about materials, dimensions, and installation methods.

Think of them as a checkpoint. They confirm that everyone involved in the project understands what will be built.

Simple Definition

Submittal drawings are documents prepared by contractors, subcontractors, or suppliers. These documents are sent to the design team for approval before construction starts.

They usually include:

Shop drawings
Product data sheets
Material samples
Equipment details

Each submittal answers one simple question: “Does this match the design and project requirements?” If the answer is yes, the work can move forward. If not, it must be revised. This process may feel slow. However, it helps prevent bigger problems later.

Why Submittals Exist in Every Project

Construction projects involve many moving parts. Different teams work on different systems. Without clear communication, mistakes can happen. Submittals help avoid that.

They ensure:

Materials match project specifications
Systems fit together correctly
Everyone is aligned before installation

For example, a lighting plan may look correct in design drawings. But the actual fixture model must still be approved through a submittal. This step confirms performance, size, and compatibility. Because of this, submittals act as a quality control layer before work begins.

Submittal Drawings vs Construction Drawings

Many people confuse these two. They are related, but not the same. Here is a simple comparison:

Construction Drawings	Submittal Drawings
Created by architects/engineers	Created by contractors or suppliers
Show design intent	Show how work will be executed
Less detailed	Highly detailed and specific
Used for permits and planning	Used for approval before installation

Construction drawings answer: “What should be built?”
Submittal drawings answer: “How will it be built?”

Both are important. However, submittals provide the detail needed to actually carry out the work.

Why Submittal Drawing Requirements Matter (Cost, Compliance & Risk)

Submittal drawings are not just paperwork. They directly affect cost, timelines, and project success. Skipping or rushing this step often leads to delays and expensive fixes.

Quality Control Before Construction Starts

Submittals act as the final review before materials are ordered or installed. This step helps:

Catch errors early
Confirm correct products
Avoid rework

For example, if a wrong HVAC unit is approved and installed, replacing it later can delay the entire project. Submittals help prevent that. They allow teams to fix issues on paper instead of in the field.

Code Compliance & Permit Approval

In many cases, submittals also support compliance. While permit drawings focus on code approval, submittals ensure that installed materials meet those same standards. This is especially important for:

Retail tenant improvements
Electrical systems
Plumbing installations
Fire safety systems

If installed materials do not match approved documents, inspections may fail. That leads to delays, fines, or redesign.

Real-World Risk Example

History has shown what can go wrong without proper review. In some well-known construction failures, poor communication and lack of proper submittal review played a role. Small changes made during fabrication were not fully reviewed. Over time, those changes led to serious structural issues.

While most projects are not that extreme, the lesson is clear: details matter, and review processes exist for a reason.

Impact on Project Timeline & Budget

Submittals have a direct impact on both schedule and cost.

Here’s how:

Issue	Impact on Project
Late submittals	Delays in approvals and construction start
Incorrect submittals	Revisions and resubmissions
Missing information	Review rejection
Poor coordination	Field conflicts and rework

Each delay adds pressure to the timeline. In fast-paced projects like retail buildouts, even a small delay can affect opening dates. That is why experienced teams treat submittals as a priority, not an afterthought.

Types of Submittal Drawings (Complete Breakdown)

Not all submittals are the same. Different types serve different purposes. Understanding each type helps you prepare complete and accurate packages.

Shop Drawings (Most Important)

Shop drawings are the most detailed type of submittal. They show exactly how a specific component will be fabricated and installed.

These drawings include:

Dimensions and measurements
Material specifications
Installation details
Connection points

Shop drawings are commonly used for:

Structural steel
Millwork and cabinetry
HVAC ductwork
Electrical systems

They must match the design intent while adding real-world detail. Because of their importance, shop drawings often go through multiple review cycles.

Product Data Submittals

Product data submittals focus on materials and equipment. They include manufacturer-provided information such as:

Technical specifications
Performance ratings
Model numbers
Finishes and colors

These submittals confirm that selected products meet project requirements. For example, a lighting fixture must meet both design and energy code requirements. Product data helps verify that.

Material Samples & Mockups

Some decisions cannot be made from drawings alone. That is where samples and mockups come in.

Material samples may include:

Paint finishes
Flooring materials
Exterior cladding

Mockups go a step further. They show a full or partial installation before final approval.

This helps teams evaluate:

Appearance
Fit and alignment
Performance

It also reduces surprises during construction.

As-Built Drawings

As-built drawings are prepared after construction is complete. They show what was actually installed, including any changes made during the project.

These drawings are important for:

Future maintenance
Renovations
Facility management

They provide a clear record of the final condition of the building.

Specialty Submittals (MEP & Systems)

Some systems require more technical submittals.

These include:

Mechanical systems (HVAC layouts)
Electrical systems (panel schedules, load data)
Plumbing systems (pipe layouts, fixture details)
Fire protection systems (sprinkler layouts)

These submittals often require coordination between multiple trades. Any mismatch can cause conflicts in the field.

What Should Be Included in Submittal Drawings? (Checklist)

A strong submittal package is clear, complete, and easy to review. When information is missing, the review process slows down. In many cases, incomplete submittals are rejected right away. To avoid delays, each submittal should follow a consistent structure.

Core Information Required

Start with the basics. Every submittal must clearly identify the project and the document.

Include:

Project name and address
General contractor and subcontractor details
Submittal number or reference ID
Drawing title and description
Date of submission
Revision number (if resubmitted)

This information may seem simple. However, it helps reviewers track and organize documents. Without it, confusion can happen quickly—especially on large projects.

Technical Details

Next comes the technical content. This is the most important part of the submittal.

It should include:

Exact dimensions and measurements
Material types and specifications
Installation methods
Tolerances and clearances

For example, if you are submitting a storefront system, the submittal should show frame sizes, glass type, anchoring details, and connection points.

The goal is simple: Give enough detail so the reviewer can confirm it meets the design.

Compliance Documentation

Submittals should also show that materials meet required standards.

Include:

Applicable building codes
Safety standards (UL, ASTM, etc.)
Manufacturer certifications
Energy compliance data (if required)

This is especially important for systems like electrical, HVAC, and fire protection. If compliance is not clear, the submittal may be rejected—even if the product itself is acceptable.

Visual Components

Clear visuals make a big difference. Reviewers rely on drawings to understand the details quickly.

Typical visual elements include:

Plan views
Elevations
Sections
Detail callouts
Diagrams and schedules

Well-organized drawings reduce back-and-forth communication. They also speed up approvals.

Quick Submittal Checklist

Here is a simple checklist to keep your submittals complete:

Category	What to Include
Identification	Project info, contractor details, submittal number
Technical Data	Dimensions, materials, installation details
Compliance	Codes, certifications, standards
Visuals	Plans, sections, elevations, diagrams
Revisions	Clear version tracking and updates

Using a checklist like this helps avoid missed details. It also improves consistency across projects.

Submittal Drawing Requirements by Project Type

Submittal requirements can vary depending on the type of project. While the process stays similar, the level of detail and focus areas change.

Understanding these differences helps you prepare better submittals.

Retail Tenant Improvement (TI) Projects

Retail projects often move fast. Timelines are tight, and opening dates are fixed. Because of this, submittals must be accurate and submitted early.

Common requirements include:

Interior layout adjustments
Lighting and electrical plans
Ceiling and fixture details
Storefront and signage drawings

Retail spaces also require coordination between design and branding. Even small changes, like fixture placement, can affect both layout and customer flow.

Commercial Construction Projects

Larger commercial projects involve more systems and more coordination.

Submittals typically include:

Structural steel shop drawings
HVAC system layouts
Electrical distribution plans
Equipment specifications

These projects often involve multiple subcontractors working at the same time. As a result, coordination between trades becomes critical. Even a small mismatch between systems can cause field conflicts.

EV Charging Station Installations

EV projects are becoming more common. However, they come with specific requirements.

Typical submittals include:

Electrical load calculations
Equipment specifications (chargers, panels)
Site layout and parking plans
Trenching and conduit details

Power capacity and code compliance are key concerns. If calculations are incorrect, the system may not pass inspection.

Multi-Family & Mixed-Use Developments

These projects combine residential and commercial elements. This increases complexity.

Submittals often focus on:

Life safety systems (fire alarms, sprinklers)
Accessibility compliance (ADA requirements)
Plumbing and mechanical systems
Unit layouts and finishes

Because these buildings serve different uses, they must meet multiple code requirements at once.

Submittal Drawing Approval Process (Step-by-Step)

The submittal process follows a structured workflow. Each step ensures accuracy and accountability. Skipping steps or rushing the process often leads to rejections.

Step 1: Preparation by Contractor or Subcontractor

The process begins with the contractor or subcontractor.

They gather:

Shop drawings
Product data
Samples (if required)

At this stage, accuracy is critical. Errors here will carry forward into the review process.

Step 2: Internal Review by General Contractor

Before sending the submittal to the design team, the general contractor reviews it.

This step checks:

Completeness
Coordination with other trades
Alignment with project specifications

A strong internal review reduces the chances of rejection later.

Step 3: Design Team Review (Architect & Engineer)

Once submitted, the design team reviews the documents.

They check:

Compliance with design intent
Code requirements
Material suitability

After review, the submittal is marked as:

Approved
Approved with comments
Revise and resubmit
Rejected

Most submittals come back with comments. That is normal.

Step 4: Resubmission (If Required)

If changes are needed, the contractor must revise the submittal.

This includes:

Addressing all review comments
Updating drawings or data
Resubmitting for approval

Clear responses to comments help speed up the second review.

Step 5: Final Approval and Release for Construction

Once approved, the submittal becomes part of the construction process.

At this point:

Materials can be ordered
Fabrication can begin
Installation can proceed

Only approved submittals should be used in the field. Using unapproved documents can lead to serious issues during inspection.

Submittal Workflow Summary

Step	Description
Preparation	Contractor gathers and prepares documents
Internal Review	General contractor checks accuracy
Design Review	Architect/engineer reviews for compliance
Resubmission	Revisions made if needed
Final Approval	Approved for construction use

Common Mistakes in Submittal Drawings (And How to Avoid Them)

Even experienced teams make mistakes with submittals. Most issues are not complex. They come from missing details, poor coordination, or rushing the process.

The good news is that these mistakes are avoidable.

Incomplete Documentation

One of the most common issues is missing information.

This includes:

Missing product data
Incomplete drawings
No specifications listed
Lack of supporting documents

When a submittal is incomplete, reviewers cannot approve it. It gets sent back, and the timeline slips.

How to avoid it:

Use a checklist before submission
Confirm all required documents are attached
Review specification sections carefully

A few extra minutes of review can save days of delay.

Mismatch with Construction Drawings

Another frequent issue is inconsistency.

For example:

A product that does not match the approved design
Dimensions that differ from construction drawings
Materials that are not specified in the contract

These mismatches create confusion. In some cases, they lead to rework in the field.

How to avoid it:

Cross-check submittals against construction drawings
Review specification sections before selecting materials
Confirm with the design team if unsure

Consistency is key. Every document should tell the same story.

Poor Coordination Between Trades

Modern projects involve many systems working together.

Common conflicts include:

HVAC ducts clashing with structural elements
Electrical conduits interfering with plumbing
Equipment not fitting in allocated space

These issues often appear during installation. At that point, fixing them is costly.

How to avoid it:

Coordinate submittals across trades early
Use overlay drawings or coordination meetings
Review clearances and space requirements

Good coordination prevents field conflicts.

Late Submittals

Timing matters as much as accuracy.

Late submittals delay:

Material approvals
Fabrication
Installation

In fast-paced projects, this can affect the entire schedule.

How to avoid it:

Follow the project submittal schedule
Prioritize long-lead items
Submit early, even if revisions are expected

Early submissions give room for corrections.

Ignoring Review Comments

Sometimes, submittals are returned with comments, but not all comments are addressed. This leads to repeated rejections.

How to avoid it:

Respond to every comment clearly
Highlight revisions in resubmissions
Keep communication open with reviewers

A clear response speeds up approval.

Common Mistakes Overview

Mistake	Result	Solution
Incomplete submittal	Immediate rejection	Use a checklist
Design mismatch	Confusion and rework	Cross-check drawings
Poor coordination	Field conflicts	Coordinate early
Late submission	Project delays	Follow schedule
Ignored comments	Repeated rejection	Address all feedback

Submittal Drawing Requirements for Permits (City Approval Focus)

Submittals and permits are closely related, but they serve different purposes. Permit drawings are submitted to the city for approval. Submittals are reviewed by the design team before construction. However, both must align. If they do not, problems arise during inspection.

What Building Departments Typically Require

For permits, cities usually require:

Complete plan sets (architectural, structural, MEP)
Code-compliant drawings
Energy compliance documents
Professional stamps (architect or engineer)

These documents focus on safety and code requirements.

They answer one main question: “Does this project meet local regulations?”

Differences Between Permit Drawings and Submittals

Here is a clear comparison:

Permit Drawings	Submittal Drawings
Submitted to city	Submitted to architect/engineer
Focus on code compliance	Focus on materials and execution
Prepared by design team	Prepared by contractors/suppliers
Used for permit approval	Used before installation

Even though they are different, they must stay consistent. If a submittal introduces changes that were not approved in permit drawings, the project may fail inspection.

Why Permit Rejections Happen

Permit rejections are common, especially in tenant improvement projects.

Typical reasons include:

Missing details in drawings
Non-compliance with building codes
Incomplete documentation
Conflicts between systems

These issues often start at the submittal stage. If submittals are not aligned with code requirements, problems carry forward.

How to reduce rejections:

Ensure submittals match approved permit drawings
Verify code compliance early
Work with experienced professionals

Submittal Logs, Tracking & Management

Managing submittals is just as important as preparing them. On large projects, there can be hundreds of submittals. Without proper tracking, it is easy to lose control.

What Is a Submittal Log?

A submittal log is a central list of all required submittals for a project.

It tracks:

What needs to be submitted
Who is responsible
Current status

It acts as a roadmap for the submittal process.

Key Elements in a Submittal Register

A well-structured log includes:

Submittal number
Description of item
Responsible party
Submission date
Review status
Approval date

This information helps teams stay organized and accountable.

Example Submittal Log Structure

Submittal No.	Description	Responsible Party	Status	Date
S-001	Storefront system	Subcontractor	Pending	Mar 10
S-002	HVAC equipment	Mechanical contractor	Approved	Mar 12
S-003	Lighting fixtures	Electrical contractor	Revise & Resubmit	Mar 14

Importance of Tracking

Without tracking, issues can quickly build up.

A proper system helps:

Prevent missed submittals
Track approvals and delays
Keep the project on schedule

It also improves communication between teams. When everyone knows the status of each submittal, decision-making becomes faster.

Tools & Software for Managing Submittals

Managing submittals manually can quickly become overwhelming. Emails get lost. Versions get mixed up. Approvals take longer than expected. That is why many teams now use software to manage the process. These tools help keep everything organized in one place.

Construction Management Platforms

Several platforms are widely used in the industry. Each one helps track submittals, approvals, and communication.

Common tools include:

Procore
Autodesk Construction Cloud
eSUB

These platforms allow teams to:

Upload and review submittals in one system
Track approval status in real time
Store revision history
Assign responsibilities

This reduces confusion and keeps everyone aligned.

Benefits of Digital Submittals

Switching from manual to digital systems brings clear advantages.

Here are the main benefits:

Faster review cycles
Better document control
Fewer errors and missing files
Easier collaboration across teams

Digital tools also create a clear record of all actions. This helps resolve disputes and improves accountability.

Manual vs Digital Submittal Management

Feature	Manual Process	Digital Process
Document storage	Emails and folders	Centralized platform
Tracking	Spreadsheets	Automated tracking
Review time	Slower	Faster
Version control	Difficult	Clear and organized
Collaboration	Limited	Real-time updates

When to Use Software

Not every project needs complex tools. However, software becomes valuable when:

Projects involve multiple trades
There are many submittals to track
Timelines are tight
Teams work across different locations

In these cases, digital systems help avoid delays and miscommunication.

Best Practices for Submittal Drawings

Strong submittals come from good habits. When teams follow a clear process, approvals become faster and smoother. Below are some practical best practices used in successful projects.

Start Early in the Project Timeline

Submittals should begin as early as possible. Waiting too long creates pressure and increases the risk of mistakes.

Focus first on:

Long-lead materials
Critical systems
Items that affect multiple trades

Early submission gives enough time for review and revisions.

Follow Specification Sections Carefully

Project specifications clearly define submittal requirements.

They outline:

What needs to be submitted
Required formats
Review timelines

Ignoring specifications leads to incomplete submittals. Always review these sections before preparing documents.

Coordinate Across All Trades

Coordination is one of the most important steps. Different systems must fit together without conflict.

To improve coordination:

Share submittals across teams
Hold coordination meetings
Review layouts together

This helps catch issues early and avoids field changes.

Maintain Clear Communication

Good communication keeps the process moving.

Make sure:

Questions are raised early
Comments are clearly addressed
Updates are shared with all stakeholders

Clear communication reduces back-and-forth and speeds up approvals.

Use Standardized Templates

Templates help create consistency. They ensure every submittal includes the required information.

Benefits of using templates:

Faster preparation
Fewer missing details
Easier review process

Consistency also makes it easier for reviewers to check documents quickly.

Best Practices Summary

Practice	Why It Matters
Start early	Prevents delays
Follow specs	Ensures completeness
Coordinate trades	Avoids conflicts
Communicate clearly	Speeds up approvals
Use templates	Improves consistency

Submittal Drawings vs RFIs vs Shop Drawings

Construction projects use many types of documents. It is important to understand how they differ. This helps avoid confusion and ensures the right process is followed.

Submittals vs RFIs

Submittals and RFIs serve different purposes.

Submittals are used to get approval for materials and systems
RFIs (Requests for Information) are used to ask questions

For example:

If you need approval for a lighting fixture → submit a submittal
If a drawing detail is unclear → send an RFI

Both are important, but they solve different problems.

Submittals vs Shop Drawings

Shop drawings are often confused with submittals.

The key difference is simple:

Shop drawings are a type of submittal

All shop drawings are submittals, but not all submittals are shop drawings.

Here is a quick comparison:

Document Type	Purpose
Submittal	Approval of materials and systems
Shop Drawing	Detailed fabrication and installation drawing
RFI	Clarification of design or information

Why This Distinction Matters

Using the wrong process can slow down a project.

For example:

Sending an RFI instead of a submittal delays approval
Submitting incomplete shop drawings leads to rejection

Understanding these differences helps teams:

Communicate clearly
Follow the correct workflow
Avoid unnecessary delays

How JDJ Consulting Helps with Submittal & Permit Drawings

Submittals and permit drawings can slow a project down if not handled correctly. Many teams struggle with unclear requirements, repeated revisions, and missed details. This is where the right support makes a difference.

JDJ Consulting focuses on helping projects move faster with clear, accurate documentation.

End-to-End Submittal Support

JDJ Consulting works through the full submittal process.

This includes:

Preparing detailed drawing packages
Reviewing for code compliance
Coordinating with project teams
Aligning submittals with permit drawings

Instead of reacting to issues later, the goal is to prevent them early. This approach reduces confusion and keeps projects on track.

Faster Approvals, Fewer Revisions

One of the biggest delays in construction comes from repeated rejections.

JDJ Consulting helps reduce that risk by:

Ensuring submittals match design intent
Verifying technical details before submission
Addressing common review concerns upfront

When submittals are clear and complete, approvals come faster.

That means:

Less back-and-forth
Fewer delays
More predictable timelines

Expertise in Retail, EV, and Commercial Projects

Different project types have different requirements.

JDJ Consulting has experience in:

Retail tenant improvement projects
EV charging station installations
Commercial construction and buildouts

This experience helps identify issues early. It also ensures that submittals meet both design and permit expectations.

Where JDJ Adds Value

Area	How It Helps
Submittal preparation	Reduces missing details
Code compliance review	Prevents permit issues
Coordination support	Avoids trade conflicts
Permit alignment	Ensures consistency
Revision management	Speeds up approvals

FAQs About Submittal Drawing Requirements

What are submittal drawings in construction?

Submittal drawings are documents submitted by contractors or suppliers for approval before construction begins. They show how materials and systems will be built and installed.

What is included in a submittal package?

A typical submittal package includes:

Shop drawings
Product data
Material samples (if required)
Technical specifications

All documents must match the project requirements.

Who prepares submittal drawings?

Submittal drawings are usually prepared by:

Contractors
Subcontractors
Manufacturers or suppliers

The design team then reviews and approves them.

Are submittals required for permits?

Submittals are not always directly required for permits. However, they must align with approved permit drawings. If they do not match, issues may arise during inspections.

What happens if a submittal is rejected?

If a submittal is rejected, it must be revised and resubmitted. This can delay the project if not handled quickly.

How long does the submittal process take?

The timeline varies by project. However, each review cycle can take several days or weeks. Submitting early helps avoid delays.

Why are submittals important in tenant improvement projects?

Tenant improvement projects often have tight deadlines.

Submittals help ensure:

Correct materials are used
Systems are coordinated
Work meets code requirements

This reduces delays and helps projects stay on schedule.

Final Thoughts: Why Getting Submittal Drawings Right Saves Time and Money

Submittal drawings are more than just a requirement. They are a key part of project success.

When done right, they:

Prevent costly mistakes
Improve coordination between teams
Support code compliance and inspections
Keep projects on schedule

On the other hand, poor submittals lead to delays, rework, and frustration. That is why it is important to treat submittals as a priority from the start.

With the right process and support, submittals become a tool that keeps your project moving forward—not holding it back.

Need help with submittal drawings or permit approvals?

Our team can simplify the process and keep your project moving. Schedule your free consultation today! Call (818) 793-5058, email sales@jdj-consulting.com, or click here: https://jdj-consulting.com/contact-us/

The post Submittal Drawing Requirements: Guide for Construction Projects appeared first on JDJ Consulting.

How to Do Construction Submittals: A Step-by-Step Guide

Jake Heller — Wed, 20 Aug 2025 16:19:37 +0000

How to Do Construction Submittals: A Step-by-Step Guide

Construction submittals are an important part of any building project. They act as a link between design and construction. Contractors, architects, engineers, and owners all rely on them.

Submittals help avoid delays, mistakes, and costly rework. Think of them as checkpoints. Before any material or system is installed, someone reviews it to make sure it matches the plans.

At JDJ Consulting Group, we stress organized submittal management. It saves time, prevents errors, and keeps projects on schedule. Understanding the process helps teams stay compliant and avoid common problems.

Submittal Flowchart

Construction Submittal Flow

1. Contractor Prepares Submittal

2. Contractor Review

3. Architect/Engineer Review

4. Owner/Stakeholder Review

5. Approval & Distribution

What Are Construction Submittals?

A construction submittal is a document, sample, or mock-up sent for approval before work starts. It shows that materials, products, or systems meet project requirements.

Common types of construction submittals:

Type of Submittal	Purpose	Example
Shop Drawings	Show exact details for fabrication and installation	Steel beams, HVAC layouts
Material Data	Technical info from manufacturers	Paint, windows, flooring
Samples / Mock-ups	Physical example to check quality	Tile, stone, wood finishes
Manuals	Instructions for operation and safety	Elevators, fire alarms

Submittals are more than paperwork. They protect everyone. Contractors confirm the work is correct. Architects verify design intent. Owners ensure their vision is realized.

Why Construction Submittals Are Important

Submittals are a key part of quality control. They help in many ways:

Check Compliance
Submittals confirm that materials meet project specs and building codes.
Prevent Errors
It is cheaper to catch problems in submittals than during construction.
Document the Project
Approved submittals act as a record of decisions.
Improve Team Coordination
Everyone works from the same documents. This reduces miscommunication.

Here’s a quick summary of the benefits:

Benefit	Impact
Early Problem Detection	Avoid rework and delays
Quality Assurance	Materials match design intent
Accountability	Clear record of approvals
Team Alignment	Keeps everyone on the same page

Step-by-Step Process for Construction Submittals

Managing submittals may seem tricky, but breaking it into steps makes it easier. Here’s how to handle them efficiently.

Step 1 – Review Project Specifications

Start by reading the project manual and contract carefully. Look for:

Required submittal types
Formats and number of copies
Submission deadlines
Approval authority (architect, engineer, or owner)

Knowing the rules upfront prevents late or incomplete submittals.

Step 2 – Prepare Submittals

The contractor or subcontractor prepares the submittal package. It usually includes:

Cover sheet with project info
Shop drawings (if applicable)
Manufacturer data sheets
Samples or digital images

A complete package saves time during review.

Step 3 – Contractor’s Review

Before sending to the design team, the general contractor checks:

Accuracy of drawings and data
Compliance with plans and specifications
Correct labeling and references

This step filters errors and speeds up approvals.

Step 4 – Architect/Engineer Review

The design team reviews the submittal to ensure it matches the design intent. They can:

Approve it
Approve with comments
Reject and ask for changes

Clear notes from this step help avoid misunderstandings later.

Step 5 – Owner/Stakeholder Review (If Required)

Sometimes the owner or consultant reviews for:

Material quality
Finish and aesthetics
Special performance requirements

This ensures the project meets all expectations.

Step 6 – Final Approval & Distribution

Once approved, the submittal is:

Returned to the contractor
Distributed to subcontractors for installation
Used as a reference during construction

Submittal Status Timeline

Submittal Review Status

Source: JDJ Consulting Project Data 2025

Submittal Log Example

A submittal log helps track status, deadlines, and approvals. Here’s a simple example:

Submittal Item	Submitted By	Date Submitted	Reviewer	Status	Comments
Paint Colors	Contractor	Aug 10, 2025	Architect	Approved	None
HVAC Layout	Subcontractor	Aug 12, 2025	Engineer	Revise	Missing duct dimensions
Stone Sample	Contractor	Aug 15, 2025	Owner	Approved	Match approved palette
Fire Alarm Manual	Subcontractor	Aug 16, 2025	Consultant	Pending	Awaiting signature

Using a log keeps everyone on the same page and helps prevent delays.

Best Practices for Managing Construction Submittals

Handling submittals smoothly helps avoid delays, errors, and confusion. Here are some best practices that contractors and project teams can follow:

Use a Submittal Log
Keep a clear record of all submittals, their status, and deadlines. This prevents items from being missed or delayed.
Submit Early
Don’t wait until the last minute. Early submissions allow enough time for review and corrections.
Digitize the Process
Use construction management software like Procore or Autodesk Construction Cloud. Digital tools make tracking easier and reduce paper errors.
Maintain Clear Communication
Keep the architect, engineer, and owner informed. Share updates, questions, and approvals promptly.
Cross-Check with Contract Documents
Always verify that submittals match the specifications in the contract and project manual.

Quick Reference Table – Submittal Management Tips

Tip	How It Helps
Maintain a Submittal Log	Tracks all items and deadlines
Submit Early	Provides time for corrections
Use Software Tools	Reduces errors and improves access
Communicate Regularly	Prevents misunderstandings
Check Contract Documents	Ensures compliance with project specs

Following these best practices keeps the submittal process organized and efficient. Teams can spot problems early, save costs, and keep the project on schedule.

Common Challenges and How to Avoid Them

Even with careful planning, submittals can face problems that delay construction. Here are the most common challenges and ways to prevent them:

1. Late Submissions

Problem: Submittals are sent past deadlines, delaying approvals and construction.
Solution: Create a proactive submittal schedule. Track deadlines in a log or software. Submit items well before they are due.

2. Incomplete Packages

Problem: Missing documents, drawings, or samples slow down review.
Solution: Use a checklist for every submittal. Double-check that all required items are included before submission.

3. Ambiguities in Specifications

Problem: Confusing or unclear specifications lead to incorrect submittals.
Solution: Submit Requests for Information (RFIs) early. Clarify details with architects or engineers before preparing submittals.

4. Miscommunication Between Teams

Problem: Contractors, subcontractors, and design teams may interpret instructions differently.
Solution: Hold regular coordination meetings. Share updates and approvals to keep all teams aligned.

Quick Reference Table – Submittal Challenges and Solutions

Challenge	Common Impact	Solution
Late submissions	Project delays	Plan schedule; submit early
Incomplete packages	Rejected or delayed approvals	Use a checklist; verify all items
Ambiguous specifications	Wrong materials or errors	Submit RFIs; clarify before preparing
Miscommunication	Confusion between teams	Hold regular meetings; share updates

By spotting these challenges early and following clear processes, projects stay on track. Proactive submittal management prevents rework, extra costs, and stress for the entire team.

Tools and Technology for Submittal Management

Modern construction projects rely on digital tools to manage submittals efficiently. These tools help track, review, and approve documents faster than paper-based methods.

Why Digital Tools Matter

Real-time tracking of submittal status
Easy sharing with contractors, architects, and owners
Reduced errors and missing information
Centralized storage for approvals and documents

Popular Submittal Management Tools

Tool	Key Features	Benefits
Procore	Cloud-based, real-time tracking, document storage	Keeps all teams updated and organized
Autodesk Construction Cloud	Integrated project management, RFIs, approvals	Streamlines communication and approvals
Buildertrend	Submittal tracking, scheduling, reporting	Simplifies workflows and reduces paperwork

Tips for Using Technology Effectively

Train your team to use the software consistently.
Keep your submittal log updated digitally.
Attach all relevant files (drawings, data sheets, images).
Set automatic reminders for due dates and approvals.

At JDJ Consulting Group, we recommend using digital submittal tools for projects of any size. They reduce errors, save time, and improve collaboration between contractors, architects, and owners.

Role of Consultants in Submittals

Construction submittals can be complex, especially for large or regulated projects. Consultants play a key role in making the process smooth and error-free.

How Consultants Help

Guide Contractors on Compliance:
Consultants ensure all submittals meet project specifications, building codes, and regulations. This prevents costly rework.
Review Materials and Documents:
They check shop drawings, material data, and samples to confirm quality and suitability.
Streamline Approvals:
Consultants help organize submittals and coordinate reviews between architects, engineers, and owners.
Prevent Costly Mistakes:
By reviewing submittals early, consultants reduce risks related to zoning, permits, and project feasibility.

Why Work with JDJ Consulting Group

Expertise in land use, permits, and construction compliance
Hands-on guidance through every submittal step
Helps keep projects on schedule and within budget
Ensures all approvals are documented and accurate

Consultants act as a bridge between the design team and contractors, making sure the project runs efficiently. Their guidance is especially valuable for developers managing multiple submittals at once.

Conclusion

Construction submittals are a vital part of any building project. They ensure materials, systems, and processes match the design intent. Proper submittal management helps avoid mistakes, delays, and extra costs.

By following the steps outlined—reviewing specs, preparing complete packages, tracking approvals, and using digital tools—projects run more smoothly. Consultants like JDJ Consulting Group can guide contractors and developers, keeping submittals compliant, organized, and efficient.

Key Takeaways:

Submittals protect quality and compliance.
Early and accurate submissions save time and money.
Digital tools improve tracking and communication.
Consultants help prevent errors and keep projects on schedule.

Work with JDJ Consulting Group to streamline your submittal process. Our experienced team of Los Angeles consultants ensures every step is handled efficiently, so your project stays on time and on budget. Call us at ‪(818) 793-5058‬ to schedule your free consultation today!

Submittal Checklist

Construction Submittal Checklist

Essential Items:

Project Cover Sheet
Shop Drawings
Material Data Sheets
Samples / Mockups
Safety & Operation Manuals
Approval Signatures

CTA

Need Expert Help?

Streamline your construction submittals with JDJ Consulting Group.

Construction Submittals – FAQs

1. What is a construction submittal?

A construction submittal is a document, drawing, sample, or mock-up submitted for approval before construction begins. It shows that the proposed materials or systems meet project specifications. Submittals allow the design team and owner to review and approve items before installation, preventing mistakes.

Key points:

Acts as a quality checkpoint.
Confirms compliance with design intent.
Prevents errors and rework.

2. Why are submittals important in construction?

Submittals are critical because they ensure quality, compliance, and coordination. They verify that all materials, equipment, and methods meet the project’s requirements. Submittals also provide a documented record of approvals for accountability and dispute resolution.

Benefits include:

Catching potential issues early.
Confirming adherence to design and code.
Maintaining clear communication between teams.

3. Who prepares construction submittals?

Contractors or subcontractors typically prepare submittals. They gather shop drawings, material data, and samples. In some projects, consultants help ensure that the submittals meet regulations and project specifications.

Responsibilities:

Compile accurate and complete information.
Include all required documents and samples.
Coordinate with design teams if clarification is needed.

4. Who reviews submittals?

Submittals are reviewed by architects, engineers, and sometimes owners or consultants. Reviewers ensure that the proposed materials and methods match design intent, technical specifications, and safety requirements.

Review outcomes:

Approved as submitted.
Approved with comments.
Rejected and requires revision.

5. What are the main types of submittals?

Submittals come in several forms, each serving a specific purpose:

Types:

Shop drawings – detailed diagrams for fabrication and installation.
Material or product data – manufacturer specifications and technical info.
Samples or mock-ups – physical or visual examples for approval.
Operation and safety manuals – instructions for using equipment or systems.

6. How long does submittal approval take?

Approval time varies based on project size and complexity. Simple items may be approved within days, while complex items can take 1–3 weeks or longer.

Tips to avoid delays:

Submit early.
Provide complete documentation.
Use digital platforms for faster review.

7. What happens if a submittal is rejected?

When a submittal is rejected, the contractor must revise it according to reviewer comments and resubmit. Rejection usually occurs due to incomplete documents, missing data, or materials not meeting specifications.

Next steps after rejection:

Review comments carefully.
Make corrections promptly.
Resubmit for approval before installation.

8. What is a submittal log?

A submittal log is a tracking tool used to monitor all submittals. It records submission dates, reviewer comments, approval status, and due dates.

Advantages:

Keeps all team members updated.
Prevents missed deadlines.
Provides a reference for future audits.

9. Can submittals be submitted digitally?

Yes, submittals can be submitted via digital platforms like Procore, Buildertrend, or Autodesk Construction Cloud. Digital tools allow real-time tracking, reduce errors, and improve collaboration.

Benefits of digital submission:

Faster approval cycles.
Centralized storage of all documents.
Easier coordination between teams.

10. What should a complete submittal include?

A complete submittal ensures reviewers have all information to approve it.

Components include:

Cover sheet with project info.
Shop drawings or fabrication diagrams.
Material/product data sheets.
Physical samples or images.
Operation or safety manuals (if required).

Submittal Time Estimator

Estimate total review time in days:

Contractor:

Engineer:

Owner:

Source: Average submittal review times, JDJ Consulting 2025

11. How do submittals prevent construction errors?

Submittals prevent errors by allowing review before installation. Any mistakes in design, material selection, or specifications are caught early, reducing costly rework.

Examples of errors prevented:

Wrong materials delivered.
Incorrect dimensions or layouts.
Misalignment with project specifications.

12. What role do consultants play in submittals?

Consultants guide the contractor through preparing, reviewing, and submitting submittals. They ensure that everything complies with design intent, building codes, and permits.

Consultant benefits:

Identifies errors before construction.
Streamlines approvals between stakeholders.
Ensures compliance with regulatory requirements.

13. Are submittals required for every project?

Most medium and large projects require submittals. Smaller projects may have fewer submittals, but documenting critical materials or processes is still recommended to maintain quality and accountability.

14. How do contractors track submittals?

Contractors track submittals using a submittal log or digital software. The log includes submission dates, reviewers, approval status, and comments.

Tips for tracking:

Update regularly.
Share with all stakeholders.
Highlight pending or delayed approvals.

15. Can submittals affect project schedules?

Yes. Late, incomplete, or rejected submittals can delay construction. Proper planning, early submission, and clear communication help maintain the project timeline.

16. What is the difference between shop drawings and submittals?

Shop drawings are one type of submittal. They show detailed fabrication, assembly, and installation plans. Submittals include all documents, samples, drawings, and manuals submitted for approval.

17. How should contractors respond to comments on a submittal?

Contractors should review comments carefully, make required corrections, and resubmit promptly. Clear documentation of changes ensures the reviewer can approve efficiently and reduces back-and-forth delays.

18. What are common challenges in submittals?

Common challenges include:

Late submissions.
Incomplete packages.
Confusing specifications.
Miscommunication between teams.

Solutions:

Use checklists and logs.
Submit early.
Clarify ambiguous specifications.
Hold regular coordination meetings.

19. How do submittals support quality control?

Submittals support quality control by verifying materials and methods before installation. They ensure the construction meets design standards, codes, and client expectations.

Quality benefits:

Reduced rework.
Better material selection.
Accurate alignment with project plans.

20. Why work with experts like JDJ Consulting for submittals?

Experts like JDJ Consulting guide contractors and developers through every submittal step, ensuring compliance with codes, permits, and specifications. Their support reduces errors, speeds approvals, and keeps projects on schedule.

Advantages:

Professional review and guidance.
Coordination with architects, engineers, and owners.
Risk reduction and time savings.

The post How to Do Construction Submittals: A Step-by-Step Guide appeared first on JDJ Consulting.