Skip to content
    Construction Project Controls

    What Is a Submittal in Construction?

    A construction submittal is project information submitted for review before specific materials, products, equipment, fabrication, or installation move forward. Depending on the work, a submittal may include shop drawings, product data, samples, calculations, certifications, or other supporting information.

    A well-run submittal process connects the contract documents to procurement and field execution — showing what was submitted, who reviewed it, what action was returned, what revisions remain, and whether the item is ready for the next project step.

    Submittals at a glance

    Used to review
    Products, materials, equipment, fabrication information, details, samples, and other project-specific information before downstream work proceeds.
    Common types
    Shop drawings, product data, samples, mockups, calculations, certifications, test information, warranties, and closeout-related submittals where required.
    Prepared by
    Often a subcontractor, supplier, fabricator, manufacturer, or contractor team — depending on the item and project.
    Reviewed by
    May include the general contractor / construction manager, architect, engineer, specialty consultant, owner, or other required reviewer.
    Important dates
    Required-on-site date, procurement lead time, planned submission date, submitted date, required return date, actual return date, and resubmittal dates.
    Final result
    A documented review outcome that allows the team to determine the next project action according to the contract documents and project procedures.

    Submittal requirements, terminology, review authority, and status language vary by contract and organization.

    What is a construction submittal?

    Contract drawings and specifications define the design and the project requirements. They generally do not contain every piece of fabrication, manufacturer, product-selection, installation, or coordination information needed to procure and build every component.

    Submittals create the project-specific review record between contract requirements, the selected product or fabrication information, the review, any required revision, and the downstream procurement, fabrication, or installation step.

    • Shop drawings
    • Product data
    • Material information
    • Samples
    • Mockups
    • Calculations
    • Certifications
    • Test reports
    • Color / finish selections
    • Equipment data
    • Warranties
    • Closeout information

    The key idea. A submittal is not simply a file sent to the architect. It is a controlled project decision point between contract requirements and the work waiting behind it.

    Why are submittals used in construction?

    Submittals help teams verify that the specific product, material, equipment item, fabrication detail, or other proposed information can move through the review process the project requires before the affected work depends on it.

    A useful submittal record helps the team answer:

    • What item is being submitted?
    • What specification section applies?
    • What drawing or detail does it relate to?
    • Who prepared it?
    • Has the contractor reviewed it?
    • Who needs to review it next?
    • What action was returned?
    • Are revisions required?
    • Is procurement waiting?
    • Is fabrication waiting?
    • What schedule activity does it affect?
    • Has the returned information reached the field and affected trades?

    The point is not document routing for its own sake. It is getting the right information reviewed before the affected work depends on it.

    Common types of construction submittals

    Not every project requires every type. The actual submittal schedule is governed by the project's contract documents and procedures.

    Shop drawings

    Project-specific drawings showing fabrication, dimensions, layout, coordination, assembly, or installation information.

    Product data

    Manufacturer information describing products, equipment, systems, performance characteristics, options, and installation requirements.

    Samples

    Physical or documented examples used to review materials, colors, finishes, textures, or workmanship expectations.

    Mockups

    Representative assemblies or installations used for review where required by the project.

    Calculations

    Engineering or technical calculations submitted where project requirements call for them.

    Certifications

    Documentation showing specified qualifications, test results, product characteristics, or other required certifications.

    Test / report information

    Reports, testing documentation, or technical records required before or during project execution.

    Material / equipment submittals

    Information related to selected materials, equipment, manufacturers, models, and relevant supporting data.

    Closeout submittals

    Warranties, O&M information, record documentation, certificates, or other closeout records where required.

    Shop drawings vs. product data vs. samples

    These are all submittals, but they answer different review questions.

    Shop drawings

    Best understood as
    Project-specific fabrication, installation, and coordination information.
    Common examples
    Structural steel fabrication drawings, storefront shop drawings, millwork drawings, mechanical equipment layouts, reinforcing details, curtain wall details.

    Product data

    Best understood as
    Manufacturer information about a proposed product or system.
    Common examples
    Equipment cut sheets, roofing product information, fixture data, finish system data, hardware information.

    Samples

    Best understood as
    Physical or representative review of appearance, material, or finish.
    Common examples
    Paint color, flooring material, stone, tile, façade material, finish sample.

    Who prepares, submits, and reviews construction submittals?

    There is no single universal workflow. Roles vary by contract and delivery method, but most projects distribute the work along these lines.

    Preparer

    • Subcontractor
    • Supplier
    • Fabricator
    • Manufacturer
    • Specialty consultant

    Contractor / CM review

    • Completeness
    • Specification references
    • Coordination
    • Dimensions / field conditions where applicable
    • Required supporting information
    • Whether the package is ready to route

    Design review

    • Architect
    • Engineer
    • Specialty consultant

    Owner / other review

    • Finishes
    • Equipment
    • Owner-selected items
    • Operational requirements
    • Project-specific approvals

    At every stage, the team should be able to answer four questions: who has it, what action is required, when the answer is needed, and what work is waiting on it.

    The construction submittal process, step by step.

    Exact routing and review responsibility are set by the project, but the sequence below reflects how a controlled submittal moves from requirement to released work.

    1. 01

      Requirement identified

      The team identifies the required submittal from the contract documents, procurement plan, or project procedures.

    2. 02

      Due date planned

      Work backward from required-on-site, fabrication, procurement, and installation dates to determine when review must be complete.

    3. 03

      Submittal prepared

      The responsible subcontractor, supplier, manufacturer, or project participant prepares the required information.

    4. 04

      Contractor review

      The GC / CM reviews the package according to project procedures before routing it onward.

    5. 05

      Submittal routed

      The package is sent to the required architect, engineer, consultant, owner, or other reviewer.

    6. 06

      Review action returned

      The reviewer returns the package with the applicable review status and comments.

    7. 07

      Resubmittal if required

      If revisions are required, the responsible party updates the package and routes it through the next review cycle.

    8. 08

      Procurement / fabrication / installation release

      Once the applicable project requirements are satisfied, the team moves the item into the appropriate downstream step.

    9. 09

      Project record updated

      Returned submittals, revisions, current status, dates, and final information remain available to the project team.

    Exact routing, review responsibilities, status terminology, and contractual effect are governed by project-specific contract documents and procedures.

    The submittal process should start with the required-on-site date.

    A common mistake is treating the planned submission date as the starting point. For time-sensitive materials and equipment, the useful approach is to work backward from when the item is actually needed in the field.

    1. 01Required on site
    2. 02Shipping
    3. 03Manufacturing / fabrication
    4. 04Release
    5. 05Final submittal review
    6. 06Possible resubmittal cycle
    7. 07Initial review
    8. 08Contractor review
    9. 09Preparation

    The useful question is not "When is the submittal due?" It is "When must this submittal be fully reviewed so procurement still supports the project schedule?"

    What should a construction submittal include?

    Content varies by submittal type. This is not a universal legal checklist — a useful submittal record generally needs enough information to connect the package to its requirement, its review, the downstream work, and its current status.

    • Project name
    • Submittal number
    • Revision / resubmittal number
    • Specification section
    • Submittal type
    • Subject
    • Subcontractor / supplier
    • Manufacturer
    • Model / product information
    • Drawing references
    • Related RFI
    • Related change information where applicable
    • Responsible party
    • Submitted date
    • Required return date
    • Returned date
    • Review status
    • Reviewer comments
    • Contractor comments
    • Deviations / exceptions where project procedures require identification
    • Attachments
    • Linked shop drawings / product data / samples
    • Procurement lead time
    • Required-on-site date
    • Affected schedule activity

    Construction submittal example

    The fictional example below shows how the fields work together on a common shop-drawing package. Example dates and project information only.

    Fictional example — example values only
    Project
    Harbor Point Office Renovation
    Submittal
    SUB-032
    Specification
    08 41 13
    Title
    Aluminum-Framed Storefront Shop Drawings
    Type
    Shop drawings
    Submitted by
    Storefront subcontractor
    Reviewer
    Architect
    Submitted
    March 5
    Required return
    March 14
    Review status
    Approved as Noted
    Affected activity
    Storefront fabrication / installation
    Required on site
    May 20
    Review notes
    Coordinate head condition with the architectural detail and incorporate noted hardware revisions before fabrication.
    Related record
    RFI-044

    Status language is not universal. Numbering, routing, review periods, and the effect of a review action are governed by the project's contract documents and procedures.

    Common construction submittal review statuses

    Projects use different status terminology. The examples below are common, but status language and its contractual effect vary by project — the contract documents and project procedures control.

    Approved

    No further review cycle is required under the project's process before the applicable downstream step.

    Approved as noted

    The item may move forward subject to incorporating the review comments according to project procedures.

    Revise and resubmit

    The package requires revision and another formal review cycle.

    Rejected / not approved

    The submitted item does not satisfy the applicable review requirements and cannot proceed as submitted.

    Reviewed / no exceptions taken

    Some organizations use alternate status language instead of "approved."

    Submit for record / information only

    Some items may be submitted primarily for documentation rather than a traditional approval cycle.

    Review status and workflow status are not the same thing.

    This distinction is one of the most useful things a submittal register can get right. Review status records what came back from the reviewer. Workflow status records where the item currently sits operationally.

    Review status

    What action came back from the reviewer.

    • Approved
    • Approved as Noted
    • Revise and Resubmit

    Workflow status

    Where the item currently sits operationally.

    • Draft
    • Contractor Review
    • Submitted
    • Design Review
    • Returned
    • Resubmittal Required
    • Ready for Release
    • Closed

    A submittal can carry a review action and still require downstream work before the register should be treated as complete.

    How should resubmittals be tracked?

    When a package requires another review cycle, preserve the history. Do not overwrite the original record — the team should be able to see what changed between cycles.

    • Original submittal number
    • Revision number
    • Date returned
    • Required changes
    • Responsible party
    • Resubmitted date
    • Next required return date
    • Current review cycle
    • Final outcome

    Submittal vs. RFI — what is the difference?

    Both are formal project records, but they exist for different reasons and produce different outcomes.

    RFI

    Purpose
    Ask for clarification when project information is missing, conflicting, or unclear.
    Common trigger
    A question in drawings, specifications, coordination, scope, or field conditions.
    Result
    A documented response or clarification.

    Submittal

    Purpose
    Route project-specific product, material, fabrication, equipment, sample, or related information through the required review process.
    Common trigger
    A contract requirement, procurement need, fabrication need, finish selection, or installation requirement.
    Result
    A documented review action and next project step.

    An RFI asks a question. A submittal presents information for review. They are often related — a submittal review can raise a question, and an RFI response can change what gets submitted — but they are not interchangeable. For the full picture, see what an RFI is in construction.

    Submittal vs. shop drawing — what is the difference?

    "Submittal" is the broader category. A shop drawing is one type of submittal.

    Submittal

    The umbrella term for project information sent through the required review process.

    Shop drawing

    A project-specific drawing showing fabrication, layout, coordination, dimensions, assembly, or installation information.

    Other submittal types include product data, samples, mockups, calculations, certifications, and equipment data.

    Can a submittal create a change order?

    A submittal review may reveal a coordination problem, a proposed deviation, a material substitution, a scope issue, or a design question that requires separate resolution. That does not make the submittal itself a change order.

    If the review reveals a potential change to scope, cost, time, or contractual requirements, the project generally needs to route that issue through its separate change-management process. For how that works end to end, see the construction change-order process. To document a resulting contract change, use the free construction change order template.

    How submittals affect procurement

    For many products and equipment packages, procurement cannot move cleanly until the project has enough reviewed information to release the item. Not every product requires review before purchase, but the ones that do tend to carry the most exposure.

    Packages where review commonly gates release

    • Structural steel
    • Electrical equipment
    • Mechanical equipment
    • Curtain wall
    • Elevators
    • Generators
    • Switchgear
    • Storefront
    • Roofing systems
    • Custom millwork
    • Specialty finishes

    Where procurement exposure usually comes from

    • Late package preparation
    • Incomplete package
    • Missed review date
    • Repeated resubmittal
    • Late owner selection
    • Late design decision
    • Substitution review
    • Fabrication hold
    • Release delay
    • Long-lead material exposure

    A submittal register becomes much more useful when it shows not only the review status, but what procurement decision is waiting behind it.

    Why long-lead submittals need different attention.

    Not all submittals deserve equal priority. A routine finish item needed months from now is usually less operationally urgent than an electrical-equipment package needed to preserve manufacturing capacity or an upcoming release.

    • Procurement lead time
    • Fabrication duration
    • Required-on-site date
    • Current schedule activity
    • Decision dependency
    • Owner selection
    • Design review
    • Number of review cycles remaining
    • Available float
    • Coordination dependency

    How submittals affect the construction schedule.

    The chain is predictable: a late submittal pushes review, review pushes any resubmittal, the resubmittal pushes release, release pushes fabrication and delivery, and the installation or milestone behind it absorbs the pressure. That does not mean every late submittal delays a project — it means the connection needs to be visible.

    • Planned submission date
    • Actual submission date
    • Required return date
    • Actual return date
    • Procurement lead time
    • Fabrication duration
    • Required-on-site date
    • Affected schedule activity
    • Milestone
    • Float / urgency where the project tracks it

    A submittal can be open without being critical. The schedule connection is what tells the team whether an item deserves immediate attention, which is why teams increasingly review open packages alongside activities and milestones in construction scheduling software rather than as a standalone list.

    What should you track in a submittal log?

    A submittal document shows one package. A submittal log — often called a submittal register — shows every required package across the project, and whether each one is actually moving. If you need a register to start from, use our free construction submittal log template.

    • Submittal number
    • Revision
    • Specification section
    • Type
    • Subject
    • Subcontractor
    • Supplier / manufacturer
    • Responsible party
    • Planned submission date
    • Actual submitted date
    • Required return date
    • Actual returned date
    • Days in review
    • Workflow status
    • Review status
    • Resubmittal required
    • Resubmittal count
    • Procurement lead time
    • Required-on-site date
    • Affected schedule activity
    • Priority
    • Related RFI
    • Related change event
    • Owner selection required
    • Design decision required
    • Attachments / link
    • Last updated
    • Notes

    Fictional example data

    SUB-030

    Electrical switchgear product data

    Spec
    26 24 13
    Workflow status
    Design Review
    Review status
    —
    Required on site
    Jun 15
    Priority
    Critical
    Note
    Long-lead release pending

    SUB-031

    Roofing system product data

    Spec
    07 54 19
    Workflow status
    Returned
    Review status
    Revise and Resubmit
    Required on site
    May 30
    Priority
    High
    Note
    Resubmittal in preparation

    SUB-032

    Aluminum-framed storefront shop drawings

    Spec
    08 41 13
    Workflow status
    Returned
    Review status
    Approved as Noted
    Required on site
    May 20
    Priority
    High
    Note
    Comments to incorporate before fabrication

    SUB-033

    Level 3 carpet sample

    Spec
    09 68 13
    Workflow status
    Owner Review
    Review status
    —
    Required on site
    Jul 10
    Priority
    Normal
    Note
    Owner selection outstanding

    SUB-034

    Door hardware product data

    Spec
    08 71 00
    Workflow status
    Closed
    Review status
    Approved
    Required on site
    Jun 01
    Priority
    Normal
    Note
    Released to procurement

    Fictional example entries only. These are not benchmark review durations. Field names and status values should follow the project's own procedures.

    How should construction teams prioritize submittals?

    Submittal number, age alone, and specification order are poor prioritization signals. A more useful priority reflects what the item is holding up:

    • Required-on-site date
    • Procurement lead time
    • Fabrication duration
    • Affected schedule activity
    • Long-lead exposure
    • Owner decision dependency
    • Design decision dependency
    • Resubmittal required
    • Current review cycle
    • Field sequence
    • Available float or lead time where tracked

    The oldest submittal is not always the one that matters most. A newly submitted long-lead equipment package can be more urgent than an older finish submittal for work months away.

    Submittal metrics worth reviewing

    Useful submittal reporting is less about benchmarks and more about exposure. The measures below tend to change how a project actually behaves:

    • Open submittals
    • Submittals in contractor review
    • Submittals in design review
    • Submittals awaiting owner decision
    • Submittals awaiting design decision
    • Submittals due this week
    • Returned submittals
    • Revise-and-resubmit items
    • Resubmittal count
    • Average review duration
    • Median review duration
    • Submittals past project-defined required return dates
    • Long-lead submittals
    • Submittals affecting upcoming schedule activities
    • Submittals awaiting procurement release
    • Submittals by subcontractor
    • Submittals by reviewer
    • Submittals by specification section
    • Submittals by status
    • Required-on-site exposure

    Total submittal count alone says little about project risk.

    Common submittal mistakes that create project risk

    No required-on-site date

    The team knows when the package is due but not when the material or equipment is actually needed.

    No procurement connection

    A returned submittal sits in the system even though purchasing or fabrication is waiting on it.

    Incomplete package

    Missing product data, drawings, calculations, samples, or required supporting information creates another review cycle.

    No contractor review

    The package is routed without the required contractor / CM review or coordination step.

    Unclear responsibility

    Nobody can tell who has the next action.

    Review status used as workflow status

    "Approved as Noted" is recorded, but nobody tracks whether comments were incorporated or the item was actually released.

    Resubmittal history overwritten

    The latest revision replaces the prior record instead of preserving the review trail.

    No schedule connection

    A package is treated like any other document even though procurement or installation is approaching.

    Field team using old information

    Returned or revised information exists, but the affected trade or superintendent does not have the current record.

    RFI or change issue buried inside the submittal

    A design or scope question is hidden in the package rather than routed through the appropriate separate process.

    A returned submittal does not always mean the workflow is finished.

    The review is one decision. After it comes back, the project may still need to complete several steps before the item is genuinely closed:

    • Incorporate review comments
    • Issue a resubmittal
    • Release procurement
    • Release fabrication
    • Coordinate with affected trades
    • Update field information
    • Confirm owner selection
    • Connect the record to the schedule
    • Connect a resulting RFI or change
    • Distribute current information
    • Close the register item

    The project-control workflow continues until the information reaches the people and the work that depend on it.

    How construction teams manage submittals at scale

    On a smaller project, folders, email, a spreadsheet, and disciplined meetings may be enough. As volume grows — more specification sections, more subcontractors, more reviewers, more long-lead packages — teams start needing more structure:

    • One submittal register
    • Specification-based organization
    • Responsibility
    • Review routing
    • Due dates
    • Returned dates
    • Revision history
    • Resubmittal history
    • Document attachments
    • RFI connections
    • Change connections
    • Procurement status
    • Required-on-site dates
    • Schedule activities
    • Owner decisions
    • Design decisions
    • Notifications
    • Cross-project visibility
    • Portfolio reporting
    • Audit trail

    None of this requires a specific vendor. It requires that review, procurement, schedule, and current project information do not live in disconnected places.

    Submittal Management in Jet.Build

    Keep submittals connected to the work waiting behind them.

    Jet.Build keeps submittals connected to the broader project record — including documents, RFIs, approvals, schedules, changes, responsibilities, and reporting — so teams can see both the review status and the work affected by it.

    Centralized submittal register

    Submittals, statuses, dates, reviewers, and current responsibility stay visible in one project workflow.

    Connected documents

    Shop drawings, product data, samples, supporting files, and related project records remain associated with the submittal.

    Clear responsibility

    Teams can see who owns the next action and what is waiting.

    Review workflows

    Packages move through project-specific review paths with preserved history.

    Schedule context

    Submittals can remain connected to the project activities and dates that depend on them.

    Related RFIs and changes

    Questions and downstream change issues remain connected to the project record rather than disappearing into separate email chains.

    Project and portfolio reporting

    Teams can review active submittal status across projects without rebuilding the picture manually.

    Teams can also use Jenny, Jet.Build's built-in assistant, to surface underlying project records and summarize project information. Review decisions and project responsibility stay with the project team. Submittal timing also shows up directly in construction scheduling, where required-on-site dates meet the activities behind them.

    Explore Project Management Explore Document Management →

    Frequently asked questions

    A construction submittal is project information submitted for review before specific materials, products, equipment, fabrication, or installation move forward. Depending on the item, it may include shop drawings, product data, samples, calculations, or certifications.

    The purpose is to route project-specific information through the review process required by the contract documents, so the team has a documented record before procurement, fabrication, or installation proceeds.

    Commonly shop drawings, product data, samples, mockups, calculations, certifications, test reports, material and equipment information, and closeout submittals. Which types are required is governed by the project's specifications and procedures.

    A shop drawing is a project-specific drawing showing fabrication, layout, coordination, dimensions, assembly, or installation information — typically prepared by a subcontractor, fabricator, or supplier rather than the design team.

    No. "Submittal" is the broader category. A shop drawing is one type of submittal, alongside product data, samples, mockups, calculations, certifications, and other required information.

    Preparation often sits with the subcontractor, supplier, fabricator, manufacturer, or specialty consultant, with the contractor or construction manager reviewing and routing the package. Exact responsibility depends on the contract and delivery method.

    Review may involve the general contractor or construction manager, the architect, engineers, specialty consultants, and in some cases the owner. Review authority and sequence are defined by the project's contract documents.

    It commonly indicates the item may move forward provided the review comments are incorporated according to project procedures. The precise meaning and contractual effect vary by project, so the contract documents control.

    It commonly means the package requires revision and another formal review cycle before the item can move to the next project step. The original record should be preserved so the review history stays visible.

    An RFI asks a question when project information is missing, conflicting, or unclear. A submittal presents product, material, fabrication, or related information for review. They can be connected, but they are not interchangeable.

    A submittal log — sometimes called a submittal register — is the running record of every required submittal on a project, showing specification section, responsibility, dates, workflow status, review status, procurement impact, and required-on-site dates.

    A late submittal can push review, resubmittal, release, fabrication, and delivery, which can affect the installation or milestone behind it. Not every late submittal delays a project — the schedule connection is what shows whether an item is urgent.

    Good submittal control connects review to procurement and field execution.

    At any point in the project, the team should be able to answer a specific set of questions without reconstructing them from email:

    • What is required?
    • Has it been submitted?
    • Who has it?
    • What review action came back?
    • Is a resubmittal required?
    • What procurement step is waiting?
    • What schedule activity is affected?
    • When is the item required on site?
    • Has the current returned information reached the affected team?
    • Is the register actually complete?

    The submittal itself is a document package. Submittal control is the operating process that keeps thousands of those packages from becoming disconnected from procurement, schedule, and field execution.

    Related construction project-control resources

    Where submittals connect to RFIs, documents, schedules, changes, and project execution.

    See how Jet.Build connects submittals to the rest of the project.

    Take about 30 minutes with our team to see how Jet.Build connects submittals, documents, RFIs, approvals, schedules, changes, and reporting across active projects.

    Schedule a Demo