The mechanism of the submittal process is a very important element in the management of successful construction projects. The submittal process provides a transition between design intent and on-site implementation in a way that all of the materials, products and systems applied in the construction operation are in accordance with approved drawings, specification and standards accepted in the industry.
As a homeowner, a contractor, an architect, or a project manager, understanding how the
submittal process works can help to avoid expensive errors, delays and disputes and retain quality of the project lifecycle.
What Is the Submittal Process?
Submittal process is formal review and approval process to be utilized in construction projects. It entails the submission of documents, sample, drawings and technical data of contractors and suppliers to architects, engineers, or other consultants to be evaluated.
The primary purpose of the submittal process is to ensure that the materials and methods proposed are in line with the formulated project design. Submittals are not approving construction means and methods, but are ensuring that there is adherence to specifications and intent of design.
Why the Submittal Process Is Important
The first step to complete knowledge of the submittal process is to understand the purpose of its existence. Submittals are also a quality control mechanism and are essential in:
- Materials: Aiding the project requirements.
- The installation of the wrong products should be avoided.
- Decreasing rework and cost overruns.
- Enhancing stakeholder communication.
- Maintaining the building schedule.
Lack of a formalized submittal process increases the likelihood of project errors, delays and non-conformance.
Key Parties Involved in the Submittal Process
Several stakeholders participate in the submittal workflow:
- Contractors and Subcontractors prepare and submit documents
- Suppliers and Manufacturers provide product data and samples
- Architects and Engineers review for design compliance
- Construction Managers or Consultants coordinate and track approvals
Clear roles and responsibilities are essential for ensuring the submittal process runs smoothly.
Types of Construction Submittals
Before exploring how the submittal process works step by step, it’s helpful to understand the most common types of submittals.
Product Data
Manufacturer information such as specifications, dimensions, materials, and performance data.
Shop Drawings
Detailed drawings prepared by contractors showing fabrication, installation, and coordination with other systems.
Samples
Physical examples of materials like tiles, flooring, paint, roofing, or fixtures for visual and quality approval.
Mockups
Full-scale representations used to demonstrate workmanship, finishes, and assembly methods.
Test Reports and Certifications
Documents confirming compliance with safety codes, quality standards, and performance requirements.
How the Submittal Process Works: Step-by-Step
Step 1: Review of Contract Documents
The submittal process begins with reviewing the project specifications and drawings. These documents outline what submittals are required, submission timelines, and review procedures.
Step 2: Preparation of Submittals
Contractors collect product data, shop drawings, and samples from suppliers. Each submittal is reviewed internally to ensure accuracy and compliance before being formally submitted.
Step 3: Contractor’s Internal Review
Before submission, contractors verify that the submittal matches the contract requirements. This step minimizes errors and avoids unnecessary rejections.
Step 4: Submission to the Design Team
Once prepared, the submittal is sent to the architect or engineer, often through a digital project management platform.
Step 5: Design Review and Coordination
The design team reviews the submittal for compliance with drawings, specifications, codes, and overall design intent. Coordination with other systems is also checked.
Step 6: Submittal Response
The submittal receives one of the following responses:
- Approved – Can proceed with procurement and installation
- Approved as Noted – Minor comments provided, work may proceed
- Revise and Resubmit – Changes required before approval
- Rejected – Does not meet project requirements
Understanding these responses is key to knowing how the submittal process works effectively.
Step 7: Resubmission (If Required)
If revisions are requested, the contractor updates the documents and resubmits them for final approval.
Step 8: Distribution and Implementation
Approved submittals are distributed to site teams and suppliers and become part of the construction reference documents.
Common Challenges in the Submittal Process
Even when the teams have the knowledge of the working submittal process, there may be difficulties:
- Late and/or partial submittals.
- The wrong choice of products.
- Ineffective intertrade coordination.
- Scheduling delays associated with reviews.
- No tracking and documentation.
Such problems may result in delays and cost upsurge of a project unless addressed appropriately.
Best Practices for Managing the Submittal Process
The best practices to be followed to enhance efficiency and minimize risks include:
- Prepare a comprehensive schedule of submittal.
- Appoint a special submittal coordinator.
- it utilizes standardized templates and checklists.
- Submit and approve of tracks digitally.
- Communicate well among the teams.
The construction firms such as Houseura adhere to the organized submittal procedures, which are used to guarantee the accuracy, compliance, and approvals of all the projects as per time..
Role of Digital Tools in Modern Submittals
Modern construction projects rely heavily on digital submittal management systems. These tools provide:
- Centralized document storage
- Automated review workflows
- Real-time status tracking
- Version control and audit trails
Digital platforms significantly improve efficiency and clarity in how the submittal process works, especially for large or complex developments.
How Submittals Support Quality and Risk Management
Submittals provide protection against design deviations and installations of low quality. Submittal improves the quality of materials and systems, preventing construction defects, controversies, and expensive fixes.
The proper submittal process will make sure that the built up is what is designed and accepted.
Final Thoughts
It is important to understand the way submittal process is conducted to deliver high quality, timely and compliant construction projects. Submittals give out a sense of clarity, accountability and quality control throughout construction lifecycle especially during the initial preparation and final approval.
With the submittal process under capable hands as
Houseura, the process becomes more than merely paperwork, it becomes a project success, efficiency and performance tool in the long term.
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