Construction submittals can make or break a project. Whether it’s shop drawings for HVAC, mock-ups for exterior finishes, or data sheets for that new high-efficiency unit the owner insisted on, these documents help ensure what gets built is actually what was designed.

If the details in your submittals don’t match the drawings, if they’re incomplete, or if they arrive late? You’re looking at schedule delays, budget hits, and frustrated conversations no one has time for.

This guide breaks down what construction submittals are, what the process looks like, who’s responsible, and how to manage it all in the real world—not just on paper.

What Are Construction Submittals?

Construction submittals are detailed documents that contractors use to show how they’ll meet the project’s design and performance criteria. These documents help bridge the gap between design intent and actual construction.

Submittals give the design team a chance to review and approve (or reject) proposed materials and systems before they’re installed. The purpose is simple: confirm that what’s being ordered and installed complies with the building specifications spelled out in the contract documents—and that everyone on the project team agrees.

Submittals are like checkpoints. If something is off, this is the last best place to catch it before materials hit the job site.

What’s the Difference Between RFIs and Submittals?

RFIs and submittals both involve communication with the design team, but they serve different purposes in the construction process.

A Request for Information (RFI) is used to clarify something in the design documents. It’s a formal question that flags missing details, conflicting information, or unclear requirements. The contractor uses an RFI to ask, “What exactly are we supposed to do here?”

For example, if the architectural plans show a 12-foot ceiling and the mechanical drawings place ductwork at 11 feet 6 inches, that’s a conflict. The contractor would issue an RFI asking the design team to confirm which is correct. Once the answer comes back, the contractor can move forward with the proper materials or methods.

Submittals come after that clarification. They present the actual solution the contractor intends to use—whether it’s shop drawings, product data, or material samples. Submittals are reviewed and either approved or sent back with comments.

In short, RFIs resolve questions. Submittals confirm execution. Both are essential to keeping the job coordinated and aligned with the design intent.

What Does the Submittal Process Look Like, and Who’s Involved?

Submittals touch every corner of a project team, from the boots on the ground to the design consultants in another time zone. Here’s how the typical flow works:

1. Pre-Construction Kickoff

It starts with a meeting—usually the pre-construction conference—where roles, timelines, and expectations are outlined. The project manager, general contractor, construction manager, and design team work through the submittal schedule and determine critical paths.

If you’re not identifying long-lead items here, you’re already behind.

Identify long-lead items here, or you’re already behind—just one reason many teams pair early submittal planning with a refresher on what building commissioning really involves.

2. Submittal Assembly by Specialty Contractors

Specialty contractors are responsible for preparing the submittal documents that relate to their scope. This includes shop drawings, product data, mock ups, warranties, and installation guidelines. Poorly prepared submittals often mean confusion and delay later—especially if they’re vague or missing required information.

3. GC Internal Review

Before anything goes to the design team, the general contractor reviews the submittal for accuracy, alignment with contract documents, and compliance with project specs. Think of this as your final filter. Missed details here can drag the review process out for weeks.

4. Design Team Review

Architects, structural engineers, MEP consultants, and others examine the submittal against the design documents. They’re focused on the design intent—does the proposed product or system achieve the performance, look, and coordination required?

5. Comments and Revisions

Few submittals are approved without feedback. The reviewer might return it with notes, request changes, or reject it altogether. That means another cycle with the specialty contractor and the GC before it’s ready to go again.

Think of it as quality control in stages—much like commissioning, re-commissioning, and retro-commissioning safeguard a building throughout its life cycle.

6. Final Approval and Distribution

Once approved, the submittal is issued to everyone who needs it: superintendents, subcontractors, vendors, procurement teams. Only after this can materials be ordered or installed.

Each stage in the submittal process depends on coordination, accuracy, and follow-through. When even one piece falls out of sync—whether it’s a missing mockup, an unclear detail, or a delayed response—the entire review cycle slows down.

Types of Submittals (and Why They Matter)

Construction submittals fall into a few broad categories, each serving a different role at different points in the project. Knowing which type you’re dealing with helps keep things moving, avoids unnecessary review cycles, and ensures that the right people are looking at the right documents.

• Action Submittals: These are submitted for formal review and approval before work begins, and they cover anything that could affect design intent, installation, or performance. On complex projects, teams often tie Action Submittals to building commissioning software so the same documents support functional testing when systems start-up.
• Informational Submittals: Informational submittals are submitted for record only. They do not require a formal response from the design team. These documents might confirm compliance, provide manufacturer details, or outline fabrication methods. While they are not reviewed for approval, they still need to be complete and accurate.
• Closeout Submittals: Submitted at the end of the project, closeout submittals document what was actually built. These often include as-built drawings, operation and maintenance manuals, warranties, and certifications. They are essential for final payment, handover, and long-term facility management.

Each type of submittal serves a distinct function in the construction process. Submitting the wrong type, omitting a required review, or mislabeling documents can create confusion, delay approvals, and affect project delivery. Always match the submittal type to the expectations outlined in the specs, project manual, and submittal log.

What to Include in a Construction Submittal

What you include in a submittal depends on the type of submittal and when it’s being submitted. A shop drawing submitted during design development serves a different purpose than a closeout package handed over at project completion. That said, there are some core components you’ll find in most construction submittals—especially if you want to avoid delays, questions, or redlines.

Here’s a breakdown of what should be included, and why it matters:

Shop Drawings

These are detailed illustrations showing how specific project components—like appliances, windows, millwork, or structural steel—will be built or installed. They include critical dimensions, materials, connection points, and field conditions. Shop drawings should reflect the real-world installation plan, not just generic manufacturer details.

Product Data

Product data sheets contain technical specs from the manufacturer. They include dimensions, material characteristics, performance data (such as energy efficiency or fire rating), installation requirements, and warranty terms. These help reviewers confirm that the proposed product matches what was specified.

Samples and Material Samples

Samples provide a physical representation of what will be installed. This includes materials like tile, carpet, metal finishes, or paint swatches. Material samples are essential for finish approvals, color matching, and verifying texture or durability.

Mockups

Mockups are full-scale or partial sections of work used to review overall appearance and quality. They’re especially useful for architectural finishes, exterior assemblies, or anything that needs to coordinate across trades. A mockup lets everyone see what’s coming—before it’s installed in volume.

Product Cut Sheets

Cut sheets are one-pagers (or more) that summarize the specs for a particular product. They usually show the manufacturer, model number, finish options, dimensions, and any performance certifications. These are especially helpful for equipment, fixtures, and specialty systems.

Technical Data and Performance Specs

When performance matters—durability, load capacity, weather resistance—technical data is critical. Submittals for roofing membranes, fireproofing systems, and waterproofing barriers often require data showing they meet or exceed the required standards.

Color Charts and Finish Selections

For interior or exterior finishes, color charts and finish documentation help the architect and owner visualize the proposed aesthetic. These selections ensure that different materials work together and match the design intent.

Certifications

Certifications are formal confirmations that a product meets specific standards, like fire ratings, sustainability guidelines, or manufacturer compliance with ISO or ANSI benchmarks. These are especially common in envelope systems, flooring, and life-safety components.

Compliance Documents

Sometimes, a spec will call for documentation that shows a product meets code requirements or project-specific sustainability goals (like LEED). These documents may include test results, environmental certifications, or third-party reports.

Warranties

Most specs require warranty info upfront. Manufacturers’ warranties and contractor guarantees need to be documented during the submittal process to confirm that the product or installation will meet quality expectations long-term.

Material Data Sheets

Material data sheets give a more technical look at what the material is made of and how it performs. This includes info on chemical composition, strength, flexibility, and expected lifespan—especially important for specialty systems or engineered products.

Quality Assurance Documents

These show how the product or system complies with industry or manufacturer QA standards. You might include inspection reports, test results, or evidence of factory certification, depending on what’s being reviewed.

Not every submittal needs every item on this list. What you include depends on the product, the project requirements, and what’s called out in the spec section. When in doubt, check the project manual, talk to the project manager, and match your submittal contents to the phase of work you’re supporting. A well-organized submittal that answers the reviewer’s questions before they have to ask is your best shot at getting it approved the first time.

6 Best Practices for Managing the Submittal Process

Submittals can turn into a mess fast—especially on large projects with dozens of specialty contractors and thousands of items to track. But the teams that handle them well aren’t doing anything fancy. They’re just consistent. Here’s what that looks like.

1. Start Early and Plan Around the Project Schedule

The submittal schedule should be tied directly to procurement lead times, fabrication needs, and installation milestones. Identify long-lead items first, and get them into review before they cause a hold-up.

2. Use Technology That Matches Your Workflow

If you’re still managing submittals with email chains and Excel, it’s easy to lose track of responsibilities, due dates, or approvals. Deltek Vantagepoint lets you assign ownership, track progress, and log approvals in one place—while making it easier to spot overdue items and keep a clear record of submittal versions and statuses.

3. Assign Clear Ownership

Every submittal needs someone accountable for it—usually a project manager or assistant PM. That person is responsible for pushing it through every step: collecting documents, checking compliance, routing for internal review, and tracking design team responses.

4. Communicate Early and Often with the Design Team

If a submittal includes substitutions, new materials, or deviations from the specs, call it out. Hiding it in the middle of a 30-page package is how you end up rejected or resubmitting three times. A quick call or email goes a long way.

5. Build in Time for Revisions

No matter how solid your submittal is, some will come back with redlines or requests for clarification. Budget time in your project schedule for back-and-forth—especially for more technical or aesthetic components.

6. Treat Mock Ups Like Milestones

Mock ups often get pushed aside in favor of “just getting started.” But a good mock up, approved early, can save thousands in rework and arguments later. Don’t treat them like a box to check—treat them like a proof of concept.

When submittal management is proactive—not reactive—you avoid surprises and keep your momentum. Delays don’t usually come from big errors. They come from a hundred little things that no one’s tracking. Best practices like these make sure you’re not guessing what’s been submitted, approved, or rejected.

Conclusion on Construction Submittals

Submittals may not feel like construction, but they’re every bit as important as what happens in the field. It’s also the point where a solid commissioning process can still catch mismatches before they land on site. Submittals are where design meets procurement, and where errors can still be caught before they show up on site.

The submittal process isn’t just documentation—it’s how teams protect the project timeline, budget, and quality. Delays, rejected materials, and miscommunications can quickly ripple through a job, especially when submittals are managed through disconnected emails and spreadsheets.

Deltek Vantagepoint helps teams get ahead of those risks. With customizable workflows, task assignments, and approval tracking, Vantagepoint brings order to the submittal process. Project managers can assign responsibilities, monitor review status, and flag overdue items—all within the same platform used to manage schedules, budgets, and contracts.

When your documentation is clear and on track, the work on site can keep moving. That is how good projects get built.

Key Takeaways

• Construction submittals confirm alignment with the contract documents before materials hit the field.
• Three main types: action, informational, and closeout.
• RFIs resolve questions; submittals show execution.
• GCs and PMs must vet all documents before they reach the design team.
• Tools like Deltek Vantagepoint help automate workflows and reduce communication gaps.

Frequently Asked Questions