Construction Submittals: What They Are and Why They Matter

In any construction project, one process that can directly impact success is the management of construction submittals. These documents are essential for ensuring that the right materials, equipment, and methods are approved before work begins—serving as a key communication link between contractors, architects, and project stakeholders. So, what are submittals in construction, and why do they matter so much?

At SmartPM, we know that clear workflows and documentation are vital for delivering projects on time and within scope. By bringing clarity to the submittal process, we help project teams enhance coordination, mitigate risk, and establish a foundation for consistent compliance and quality.

Whether you’re a seasoned pro or starting your career in the construction industry, understanding what construction submittals are and how they drive project alignment is critical to running efficient, successful jobs.

The Basics: What are Construction Submittals?

In construction, submittals are essential documents, ranging from shop drawings and material specs to product samples and technical data, that contractors submit for approval before specific work begins. These materials are reviewed by architects, engineers, or project owners to verify alignment with project specifications and expectations.

What makes construction submittals so important is their role as a checkpoint before execution. They ensure that every product, system, or method proposed for use is compliant with design intent and project standards. This process helps catch issues early—before materials are ordered or installed—saving time, money, and potential rework down the line.

Submittals effectively bridge the gap between planning and construction. When managed properly, they align all stakeholders on what will be used and how it will be implemented, creating a smooth transition from design to project delivery.

RFIs in the Construction Submittal Process

While often addressed separately, RFIs (Requests for Information) and construction submittals both play vital roles in project communication and risk management. Each helps clarify uncertainties and confirm that construction proceeds according to design and contractual requirements.

RFIs are used to resolve discrepancies, fill in missing details, or confirm interpretations of project documents. Construction submittals, on the other hand, validate that the proposed materials, products, or systems meet project specifications before they’re implemented.

Together, these tools support project alignment and quality control. Both foster collaboration among contractors, design teams, and owners, helping to reduce errors, prevent delays, and avoid costly rework. 

When used effectively, RFIs and submittals promote transparency and give stakeholders the information they need to keep construction moving forward with confidence.

8 Types of Construction Submittals

Understanding what submittals are in construction means recognizing their variety and how each type plays a specific role in ensuring project success. These documents aren’t one-size-fits-all. Categorizing them allows teams to manage approvals more effectively, maintain compliance, and avoid costly missteps during execution.

Here are eight key types of submittals:

1. Shop Drawings

Detailed, scaled drawings created by contractors or suppliers that show how specific components will be manufactured or installed. They provide the bridge between design intent and field implementation.

2. As-Built Drawings

Updated plans that reflect any changes made during construction. These are critical for maintenance, inspections, and future renovations, showing how the project was actually built.

3. Product Data

Technical specs for materials, equipment, or systems, covering dimensions, performance, and compliance standards. This ensures selected products align with the design requirements.

4. Material Samples

Physical or visual examples of materials such as flooring, paint, or fabrics. These allow decision-makers to evaluate aesthetics and functionality before full-scale use.

5. Mockups and Design Documents

Full-size or digital prototypes that simulate how a design element will look and perform. Mockups offer a chance to test and refine before committing to final production.

6. Engineering Calculations

Structural, mechanical, or electrical calculations that confirm design safety, efficiency, and code compliance. These are especially important for high-risk systems.

7. Vendor Information

Details about the contractors or suppliers providing materials or systems, including credentials, certifications, and contact info, for quality assurance and traceability.

8. Warranties and Manuals

Documentation that outlines product warranties and maintenance procedures. These are essential for protecting project assets and ensuring long-term reliability.

What are the Benefits of Construction Submittals?

Construction submittals play a crucial role in ensuring the success of any project by promoting clear communication and accountability among all stakeholders. They help verify that materials, equipment, and systems meet the project’s specifications and quality standards. 

By streamlining the approval process and reducing the likelihood of errors, submittals contribute to a more efficient and organized construction workflow. Below are some key benefits of utilizing construction submittals effectively:

Reduced Errors 

Clear documentation and pre-approval reduce costly mistakes. When submittals are accurate, project teams avoid miscommunication and rework—saving time and budget.

Better Communication 

Clear communication fosters stronger collaboration. With streamlined updates and transparent construction reporting, everyone stays informed, reducing misunderstandings and ensuring all team members are aligned on project goals. 

Higher Quality Projects 

Thorough reviews lead to better outcomes. With verified materials and systems, projects are more likely to meet performance goals and client satisfaction.

Enhanced Coordination 

Seamless coordination between teams maximizes productivity. With everyone working together effectively, including on cost reporting, projects are completed faster, with fewer delays and smoother handoffs.

In short, understanding what submittals are in construction, and how to manage them efficiently, pays off in smoother workflows, better deliverables, and stronger project outcomes.

What Information Should Be Included in a Construction Submittal?

A well-organized construction submittal doesn’t just meet requirements. It streamlines communication, speeds up approvals, and keeps your project on track. To achieve that, each submittal should include all relevant details to ensure accurate review and coordination.

Here’s what to include in a standard construction submittal:

• Project Name – Identifies the project the submittal is associated with.
• Specification Section – Indicates the relevant section of the construction documents.
  Submittal Number – A unique ID for tracking and reference.
• Revision or Version Number – Clarifies whether this is an original or updated submission.
• Package Number – Groups related submittals together.
• Submittal Manager – Person responsible for preparing and submitting the documentation.
• Submission Date – When the submittal was sent for review.
• Received Date – When the reviewer logged the submittal.
• Approver(s) – Individual(s) tasked with reviewing and signing off.
• Response – The final status (e.g., approved, rejected, or needs revisions).
• Notes/Remarks – Any additional information or clarifications.

Including these elements ensures that your submittal is comprehensive, traceable, and ready for prompt review, helping to prevent delays and improve project flow.

6 Primary Steps in the Construction Submittal Approval Process

The construction submittal process is a critical checkpoint in project planning and execution. By following a straightforward, structured workflow, teams can avoid missteps, maintain quality, and move forward with confidence. Here's a breakdown of the key steps:

Step 1: Review Requirements

Start by reviewing the project specifications and construction contract documents. This ensures you understand exactly what needs to be submitted and what standards must be met.

Step 2: Prepare the Submittal

Gather all required documentation through shop drawings, product data, samples, and more. Ensure everything is complete, accurate, and aligned with the project scope.

Step 3: Submit for Review

Send the submittal package to the appropriate party, such as the architect, engineer, or project manager. Whether you submit digitally or on paper, confirm receipt to avoid approval delays.

Step 4: Await Initial Review

The reviewer evaluates the submittal against project requirements. They may request revisions or provide comments. Stay proactive in responding to any feedback.

Step 5: Revise and Resubmit

If updates are needed, revise the submittal and address all reviewer comments clearly. Timely resubmission minimizes disruptions to the schedule.

Step 6: Final Approval

Once the revised submittal meets expectations, it receives final approval. You’re now cleared to proceed with procurement, fabrication, or installation.

Knowing what submittals are in construction and understanding this process provides your team with a proven roadmap for reducing risk and maintaining steady progress from start to finish.

What Happens if the Construction Submittal is Approved?

Approval of a construction submittal signals that your proposed materials, systems, or designs meet the project's requirements. It’s the official green light to proceed with the associated work, whether that involves procurement, fabrication, or on-site installation.

An approved submittal means stakeholders have validated that your submission aligns with design intent, quality standards, and contractual obligations. This reduces uncertainty and helps prevent costly rework down the line.

Once approved, it’s essential to ensure that everyone involved—from subcontractors to site managers—is aware of the decision. Clear communication at this stage maintains alignment and keeps workflows running smoothly.

Ultimately, knowing what submittals are in construction and how to act once they're approved is key to keeping your project on schedule and within scope.

What Happens if the Construction Submittal is Rejected?

A rejected submittal doesn’t mean failure. It’s simply an opportunity to make adjustments before problems surface in the field. Rejections typically indicate that the proposed materials, drawings, or data don’t meet the project’s specifications or expectations.

The first step is to review the feedback provided by the reviewer. This input often outlines the exact issues and may include recommendations for correction. Once you understand the required changes, collaborate with your team, suppliers, or subcontractors to revise the submittal accordingly.

This process may involve updating technical specs, replacing products, or modifying plans. If clarification is needed, communicate directly with the reviewer to ensure your revisions align with their expectations.

After making the necessary updates, resubmit the package for review. Double-check for accuracy to avoid repeated delays.

Rejection is a routine part of what submittals are in construction. How you respond makes the difference between costly setbacks and a smooth project rebound.

8 Factors That Can Affect the Submittal Process

Even with a well-planned process, several variables can impact how smoothly construction submittals move through review and approval. Understanding these factors allows project teams to anticipate challenges and proactively manage risk.

Below are eight common factors that can influence the efficiency and accuracy of submittals:

• Scope of Work/Project Complexity: Larger or more intricate projects typically involve more detailed submittals, which can extend review timelines and increase coordination needs.
• Contract Documents: The clarity and completeness of contract documents affect how easily submittals can be prepared and reviewed. Ambiguities or omissions can lead to more RFIs and revisions.
• Specifications: Thorough, well-written specs help streamline submittal preparation by clearly outlining material and performance expectations.
• Preparation and Testing: Proper preparation, including mockups or material testing, can prevent issues during approval and reduce back-and-forth with reviewers.
• Lead Times: Delays in sourcing or delivering materials can stall the submittal process. Accounting for long lead items early on helps mitigate this risk.
• Stakeholder Availability: Timely approvals depend on the availability of key decision-makers. Scheduling reviews and holding regular check-ins can keep things moving.
• Regulatory Requirements: Compliance with local, state, or federal regulations may require additional documentation or approvals, affecting timelines.
• Construction Schedule: Aggressive project timelines can strain the submittal process. Aligning submittal deadlines with schedule milestones helps maintain momentum.

Tips for Improving the Construction Submittal Process 

Managing submittals effectively is critical to staying on schedule and avoiding costly surprises. When you understand what submittals are in construction and take steps to optimize the process, your team gains better control over quality, coordination, and outcomes.

Here are five proven tips to improve your submittal process:

1. Develop a Comprehensive Submittal Log

Before construction begins, create a centralized log that lists all required submittals, due dates, and responsible parties. This document serves as a roadmap for tracking progress and managing priorities.

2. Set Clear Expectations

Provide contractors and suppliers with clear instructions, templates, and formatting guidelines. Standardizing submissions minimizes confusion and reduces the need for revisions.

3. Leverage Technology

Use construction management platforms to automate workflows, track submissions, and store documentation in one place. Real-time updates help teams stay aligned and responsive.

4. Prioritize Communication

Regular check-ins between design teams, contractors, and project managers can catch issues early. Encourage open dialogue to prevent approval delays and miscommunication.

5. Conduct Thorough Reviews

Assign a dedicated reviewer or review team to ensure each submittal meets project specs before it’s approved. A focused review process reduces risk and increases confidence across the board.

Streamlining the submittal process not only improves efficiency but also supports stronger project performance from planning through closeout.

What Parties are Involved in the Construction Submittal Process?

A successful submittal process relies on collaboration across multiple stakeholders. Each party plays a specific role in ensuring that materials, systems, and execution plans meet project standards and timelines.

Here’s a breakdown of the key players involved in managing what submittals are in construction:

Project Owners

Owners define the vision, set expectations, and fund the project. They provide input on design decisions and ensure final approvals align with project goals and budget constraints.

Design Teams

Architects, engineers, and other design professionals translate the owner’s vision into detailed plans and specs. They’re responsible for reviewing submittals to confirm alignment with design intent and regulatory requirements.

Construction Managers and Owner Representatives

These professionals oversee daily operations, coordinate among teams, and manage timelines and risks. They often track submittals and ensure timely approvals to avoid schedule impacts.

General Contractors

General contractors (GCs) manage the construction process and serve as the main point of contact for subcontractors and vendors. They are responsible for submitting and tracking all required documentation, ensuring alignment with the schedule.

Subcontractors

Specialty contractors (e.g., electricians, plumbers, framers) prepare specific submittals relevant to their scope of work and coordinate with the GC to ensure compliance and timing.

Suppliers and Fabricators

Vendors provide the materials, equipment, and custom components that must meet spec. Their accuracy and timeliness directly influence the success of submittals and the overall construction timeline.

Each of these roles contributes to the integrity of the submittal process, helping ensure quality, reduce risk, and keep the project moving efficiently.

6 Common Construction Submittal Challenges and How to Solve Them

Even when teams understand what submittals are in construction, managing them effectively can be a challenge. Without the right systems and strategies, delays, miscommunication, and cost overruns can quickly derail progress.

Here are five common issues and how to overcome them:

1. Poor Tracking Systems

Without centralized tracking, submittals can fall through the cracks.

Solution: Implement a digital submittal log or construction project management platform to track every document, status, and deadline in one place.

2. Version Control Issues

Outdated or conflicting versions of submittals can lead to serious jobsite errors.

Solution: Use tools with version history and access controls to ensure teams are always referencing the most current documents.

3. Subcontractor Coordination

When subs aren’t aligned, timelines slip and approvals lag.

Solution: Create clear submission schedules and communicate deadlines early. A single point of contact for each trade helps streamline coordination.

4. Approval Bottlenecks

Waiting too long for reviews stalls progress.

Solution: Set clear review timelines and use automated reminders. Assign responsibility for follow-ups to keep things moving.

5. Miscommunication

Unclear expectations or feedback can result in repeated rejections.

Solution: Encourage consistent communication through scheduled check-ins, documented responses, and shared platforms.

6. Cost Overruns

Delays and mismanagement often lead to increased costs. 

Solution: Proactive planning, real-time monitoring, and swift issue resolution can help control expenses and avoid cost overruns.

Addressing these challenges with the right tools and processes can lead to a smoother, more efficient construction submittal workflow.

Conclusion

Construction submittals are more than a formality. They’re a vital control point that ensures every aspect of a project aligns with the original design, quality standards, and schedule. When managed effectively, submittals reduce risk, support collaboration, and drive successful outcomes from pre-construction through project closeout.

By understanding what submittals are in construction, and applying a structured, proactive approach, teams can minimize costly delays, avoid rework, and improve overall project performance.

At SmartPM, we help construction professionals bring greater visibility and control to their workflows. Our platform empowers teams to streamline project oversight, track performance, and stay on schedule.

Ready to take control of your project data? Schedule a demo and see how SmartPM can transform the way you manage construction.