Construction Submittal Management Guide: Best Practices for Contractors 2025
Master construction submittals with strategies for shop drawings, product data, samples, and closeout documents. Learn workflows, software tools, and approval processes.
Understanding Construction Submittals
Why Submittals Matter
Average Project:
500+
Submittals required
Impact:
Schedule
Critical path driver
Risk:
Claims
Documentation gaps
Submittals are the communication backbone of construction projects, documenting what will be built and how it complies with contract requirements. Effective submittal management prevents delays, reduces rework, and protects all parties through proper documentation.
For Contractors
- • Confirm material compliance
- • Document design intent
- • Establish record of approvals
- • Coordinate subcontractor work
For Owners/Architects
- • Verify specification compliance
- • Review fabrication details
- • Ensure design coordination
- • Maintain project records
Types of Submittals
Shop Drawings
Detailed fabrication drawings prepared by contractor, subcontractor, or manufacturer. Show dimensions, materials, and installation details not in contract documents.
Product Data
Manufacturer literature, catalog cuts, specifications, and performance data. Documents product compliance with specifications.
Samples
Physical samples of materials, finishes, or colors for approval. Establishes standard for installed work.
Certifications
Statements from manufacturers or testing agencies certifying compliance with standards, codes, or specifications.
- Shop drawings requiring review
- Product substitution requests
- Mix design submittals
- Delegated design documents
- Deferred approval items
- Manufacturer warranties
- Test reports
- Inspection certificates
- Field reports
- Training records
Submittal Workflow Process
Subcontractor Preparation
Subcontractor or supplier prepares submittal package with all required information
GC Review
General contractor reviews for completeness, coordination, and compliance before forwarding
A/E Review
Architect/engineer reviews for design intent and specification compliance
Return & Distribution
Approved submittals returned and distributed to affected parties
Approved/No Exceptions Taken
Submittal complies. Work may proceed as submitted.
Approved as Noted
Work may proceed with noted corrections. Resubmission not required.
Revise and Resubmit
Significant issues requiring correction. Must resubmit before work proceeds.
Rejected
Does not comply with requirements. Complete new submittal required.
Best Practices
Create Submittal Schedule Early
Develop comprehensive schedule during preconstruction. Tie to procurement and construction schedules.
Review Before Forwarding
GC must review submittals before sending to A/E. Catch coordination issues and incomplete packages.
Include Relevant Information Only
Highlight applicable products. Don't submit entire catalogs. Mark relevant portions clearly.
Track Review Durations
Monitor A/E review times. Document delays that impact schedule for potential claims.
Review Time Allowances
- • GC review: 5-7 business days
- • A/E review: 10-14 business days
- • Resubmission: 7-10 business days
- • Total cycle: 3-4 weeks typical
Lead Time Planning
- • Identify long-lead items early
- • Submit in logical sequence
- • Allow buffer for resubmittals
- • Coordinate with procurement
Submittal Software Tools
Procore
Full project management platform with robust submittal module. Tracks workflow, stores documents, integrates with schedule.
PlanGrid (Autodesk Build)
Document management with submittal tracking. Strong field access and drawing integration.
Submittal Exchange
Purpose-built submittal platform. Connects GCs, subs, and A/E teams. Strong compliance features.
CMiC / Sage
Enterprise construction ERP systems with submittal management. Integrated with accounting and project controls.
Must-Have Features
- • Automated workflow routing
- • Status tracking dashboard
- • Specification linking
- • Ball-in-court reports
- • Mobile access
Nice-to-Have Features
- • Schedule integration
- • Procurement linking
- • Drawing markup tools
- • Automated reminders
- • Analytics/reporting
Closeout Documentation
Operation & Maintenance Manuals
Equipment manuals, maintenance schedules, parts lists. Required for building systems.
Warranties
Manufacturer and contractor warranties. Collected and organized by spec section.
As-Built Drawings
Record drawings showing actual conditions. Maintained throughout construction.
Training Records
Documentation of owner training on building systems. Sign-off sheets and agendas.
- Submitting without GC review stamp/signature
- Missing specification section references
- Not highlighting applicable product in catalogs
- Proceeding with work before approval received
- Not distributing approved submittals to field
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