Project managers are usually tasked with juggling numerous moving parts, from schedules and budgets to coordinating with multiple stakeholders.
Among these tasks, one of the most critical but often overlooked is managing submittals. Enter the Construction Submittal Log—a powerful tool designed to streamline the approval process for project materials, equipment, and procedures, ensuring everything aligns with the contract specifications.
Without an organized log, the review and approval process can quickly become a bottleneck, delaying projects and inflating costs. But with a well-maintained submittal log, project managers can track each submittal's status, ensuring that nothing falls through the cracks.
In this blog, we’ll explore how submittal logs can solve some of the most common pain points for project managers—such as missed deadlines, miscommunication between teams, and compliance issues—while offering a clear path to keeping construction projects on track and within budget. Let’s start!
What are Construction Submittal Logs?
A Construction Submittal Log is a detailed record that tracks all submittals required during a construction project. Submittals include documents like shop drawings, material samples, product data, and certifications that contractors provide to the project’s architect or engineer for approval before construction. These logs ensure that the right materials, equipment, and methods are used, following the project’s specifications.
The log tracks the status of each submittal (e.g., submitted, reviewed, approved), deadlines, and any comments or changes requested. It's an essential tool for project management that you need to ensure compliance, prevent delays, and maintain quality control throughout the project lifecycle.
In digital platforms, such as construction management software, submittal logs can be automated to simplify tracking, updates, and communication across teams.
Now, its obvious that you might be wondering why we care so much about these logs. Well, lets take a detailed look here!
Why are Construction Submittal Logs Important?
Construction Submittal Logs play a critical role in ensuring project success by maintaining control, quality, and timely communication throughout the construction process. Here's why they are important for your project:
1. Ensures Compliance with Project Specifications
Submittal logs track the submission and approval of all materials, components, and systems to ensure they meet the specifications outlined in the construction contract. By systematically reviewing these documents, architects, engineers, and project managers can confirm that everything used on-site aligns with the agreed-upon quality standards, codes, and performance criteria.
2. Quality Control
Submittals provide a detailed account of the materials, finishes, equipment, and designs to be used. Keeping an accurate submittal log ensures that all products are reviewed and approved by relevant stakeholders, which helps to maintain high quality throughout the project. This process prevents incorrect or subpar materials from being used, thus avoiding costly rework and delays.
3. Enhances Communication Between Stakeholders
A well-maintained submittal log provides transparency and keeps all stakeholders—such as contractors, architects, engineers, and clients—on the same page. It allows for clear communication regarding material choices, timelines, and approvals. This streamlined process ensures that there are no misunderstandings or discrepancies in the materials or processes being used.
4. Tracks Approvals and Rejections
The submittal log is an important tool for tracking which items have been approved, rejected, or require revision. It helps project managers keep a clear record of the approval status of each item, ensuring that the construction process moves forward without unnecessary delays or mistakes. A clear log prevents confusion over what has been authorized for use on-site.
5. Prevents Delays
Submittals often need to be approved before certain phases of construction can begin. For example, approval of structural steel shop drawings might be required before steel fabrication can proceed. The submittal log helps to track submission and approval timelines, ensuring that necessary materials are approved in a timely manner, thus preventing bottlenecks or hold-ups in the project schedule.
6. Legal and Contractual Protection
Submittal logs also play an important role in protecting both the contractor and client from potential disputes. They provide a clear, documented trail of what was approved and when, which can be used to resolve disputes or claims that arise due to deviations from the project specifications. By keeping an accurate log, all parties can reference it to verify that the project is being executed in line with the contract.
7. Helps with Project Closeout
At the end of a project, the submittal log serves as part of the documentation required for project closeout. It provides a record of the materials and equipment used, showing that they were reviewed and approved according to the project specifications. This is often required for warranties, final inspections, and compliance reports.
8. Facilitates Coordination
Submittal logs facilitate coordination among different trades and subcontractors by ensuring that everyone is working with the correct, approved materials and methods. It also helps the general contractor ensure that materials are delivered and installed in the proper sequence, reducing the risk of rework or conflicts between trades.
9. Accountability
Submittal logs hold the contractor accountable for submitting the correct documentation and materials for review. They also hold design professionals accountable for reviewing and approving the submittals in a timely manner. This system of accountability ensures that all parties are contributing to the smooth progress of the project.
Construction submittal logs are vital for ensuring compliance, maintaining quality control, enhancing communication, and preventing delays. They provide accountability and transparency across all stages of a project, making them an essential component of construction project management.
These logs help streamline the construction workflow, reduce risks, and ensure that the project runs smoothly by maintaining oversight and control.
Essential read: Understanding What Submittals Are in Construction!
We shall now understand Construction Submittal Logs in better detail by knowing the essential elements that comprise it!
Components of a Construction Submittal Log
A Construction Submittal Log is a critical document used to track the review and approval process of submittals in construction projects. Here are the key components of a submittal log:
1. Submittal Number
- A unique identifier for each submittal. This helps with easy tracking and reference during the project.
2. Description of Submittal
- A brief description of what is being submitted (e.g., shop drawings, material samples, product data). It specifies the nature of the submittal and helps in understanding its purpose.
3. Specification Section
- Refers to the section in the project specifications that applies to the submittal. It ensures that the submitted materials or products meet the contractual requirements.
4. Submittal Date
- The date on which the submittal was submitted to the design team or other reviewing parties.
5. Due Date for Review
- The expected or required date by which the review of the submittal should be completed, ensuring the project stays on schedule.
6. Review Status
- Tracks the current status of the submittal, including whether it is pending, approved, approved with comments, rejected, or requires resubmission.
7. Reviewer/Approver
- Indicates who is responsible for reviewing and approving the submittal (e.g., architect, engineer, owner).
8. Resubmittal Required
- If a submittal is rejected or requires changes, this field tracks whether a resubmittal is needed.
9. Resubmittal Date
- The date when the revised submittal is submitted, ensuring changes are made according to feedback.
10. Approval Date
- The date when the submittal is officially approved, allowing the contractor to proceed with procurement or installation.
11. Remarks/Notes
- Any additional notes or comments related to the submittal. This may include explanations for delays, specific conditions attached to approvals, or observations made during review.
12. Contractor’s Action
- Indicates what action the contractor must take following the review (e.g., proceed with procurement, make corrections, or resubmit).
13. Priority Level
- Some logs include a priority designation to manage critical submittals that need to be expedited for timely construction.
14. References to RFIs or Change Orders (if applicable)
- Any relevant Request for Information (RFI) or Change Orders that may influence or be influenced by the submittal.
These components help ensure that the flow of documentation in the submittal process is tracked efficiently, minimizing delays and maintaining project quality and compliance.
Here’s an example of Submittal Log Fields that you can use to manage and track submittals effectively in a construction project:
Example of Submittal Log Fields
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Field Name
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Description
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Submittal Number
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Unique identifier for each submittal. Example: 001, 002, 003
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Submittal Description
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Brief description of the item (e.g., "Concrete Mix Design", "HVAC Ductwork").
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Specification Section
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Refers to the section in the project specifications related to the submittal.
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Contractor
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Name of the contractor submitting the item.
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Submittal Type
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Type of submittal (e.g., Shop Drawing, Material Sample, Product Data).
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Date Submitted
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Date the submittal was submitted for review.
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Date Received
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Date the review team received the submittal.
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Review Due Date
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Date by which the review must be completed to stay on schedule.
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Reviewer
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Person or entity responsible for reviewing the submittal (e.g., Architect, Engineer).
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Review Status
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Current status of the submittal: Pending, Approved, Rejected, etc.
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Comments
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Any notes or comments made during the review process.
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Approval Date
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Date when the submittal was officially approved.
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Resubmittal Required
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Yes/No field to indicate if the submittal needs to be resubmitted.
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Resubmittal Number
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New submittal number if a resubmittal is required.
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Resubmittal Date
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Date the revised submittal was resubmitted.
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Final Approval Date
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Date of final approval after resubmission, if applicable.
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Notes
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Any additional remarks or observations related to the submittal.
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Additional Optional Fields
- Priority Level: To indicate the urgency of the submittal.
- Linked RFIs: If the submittal is related to a Request for Information (RFI), reference the relevant RFI.
- Related Change Orders: Reference any Change Orders that impact the submittal.
- Lead Time: Lead time for the material or product, especially if it's a long lead item.
- Action by Contractor: Specific actions the contractor must take based on review feedback (e.g., Proceed with Installation, Revise and Resubmit).
This example provides a comprehensive set of fields to ensure all necessary details are documented, making the submittal process transparent and easy to track. You can customize it further depending on your project needs!
Now that you've got a solid grasp on the essential components, let’s dive into the actual process of creating and managing a submittal log.
How to Create and Manage Submittal Logs
Creating and managing a Submittal Log is key to keeping a construction project running smoothly, and it doesn't have to be too complicated! Here’s a simple guide to help you stay on top of things:
Steps to Create a Submittal Log:
- Set Up a Template: You can create your submittal log using software like Excel, Google Sheets, or even specialized construction management tools. Make sure your template includes columns for all the important details like submittal number, description, date submitted, status, etc. You’ll want it to be easy to update as things move along.
- Identify Required Submittals: Go through the project specifications and contract documents to determine what needs to be submitted and reviewed. This can include drawings, product data, materials, etc.
- Assign Responsibilities: Clearly define who’s responsible for reviewing and approving each submittal. This can be the architect, engineer, or any other stakeholders involved.
- Enter Initial Data: Once you have the template, start by filling in the basic details of the submittals, such as description, spec section, and who needs to review it. It helps to get everything listed at the start so you’re organized from day one!
How to Manage a Submittal Log Effectively:
- Regular Updates: Keep the log updated as you submit items and receive feedback. Enter new dates for reviews, approvals, and resubmittals as necessary. It’s all about keeping things current!
- Track Status Closely: Use status labels like "Pending," "Approved," or "Requires Resubmission" to keep everyone informed on where things stand. Prioritizing time-sensitive submittals can save you from delays later on.
- Set Reminders: Use deadlines to keep track of due dates. Having reminders or alerts when reviews are overdue ensures nothing falls through the cracks! ⏳
- Communicate Regularly: Regular communication with your team helps ensure that everyone knows the status of submittals and can take action as soon as approvals come through. Clear communication keeps everything flowing smoothly.
- Use Project Management Software: If your project is large, project management software can help automate the process, making it easier to manage multiple submittals at once without missing important deadlines.
By following these steps, you'll keep the project organized and avoid those stressful last-minute rushes. It’s all about staying on top of things and making sure everything is properly documented!
Let us now understand a bit more about transmittals!
What is a Transmittal and How to Create One?
A transmittal is a formal document used to send or record the transfer of project-related information, typically in construction, engineering, or other project-based industries. It serves as a cover letter that accompanies project documents, plans, drawings, or other types of deliverables. The main purpose of a transmittal is to keep an accurate and traceable record of the documents sent between parties.
Importance and Uses of a Transmittal
- Accountability: A transmittal provides a paper trail, ensuring both the sender and receiver have a clear understanding of what documents were sent, when they were sent, and why. This can help resolve any disputes or misunderstandings later in the project.
- Documentation Management: It ensures that documents are organized, allowing for easy retrieval. In large projects where many documents change hands, keeping track of all versions and submissions becomes crucial.
- Legal Compliance: Transmittals act as official records, ensuring compliance with contractual or regulatory requirements. In the event of legal scrutiny, transmittals can provide evidence of communication and submission of documents.
- Communication: Transmittals facilitate smooth communication between contractors, subcontractors, architects, and clients, ensuring everyone is working with the correct version of documents.
How to Create a Transmittal?
- Choose a Template or Software: Start with a transmittal template. Many project management tools offer built-in transmittal functionality, or you can create one using Microsoft Word, Excel, or Google Docs.
- Fill in the Sender and Receiver Details: Include both the names and contact information of the sender and the receiver.
- Specify the Project Information: Add the project name, number, and any related reference details, like contract or job numbers.
- List the Attached Documents: Provide a detailed description of each document being transmitted. Include titles, document numbers, revision levels, and the number of pages if applicable.
- State the Purpose: Clearly state why these documents are being sent (e.g., "For Review," "For Information," "For Approval").
- Date and Sign: Ensure that the transmittal includes the correct date and a signature from the person responsible for sending it.
- Deliver and Track: Send the transmittal via the appropriate channel (email, project management software, or physical mail) and keep a record for tracking.
Here’s a Submittal Transmittal template:
Submittal Transmittal Template
A Submittal Transmittal Template is used to formally submit documents, drawings, or materials for approval during the construction process. It provides essential details about the submittal and ensures proper communication between contractors, architects, engineers, or project managers. Below is a basic template for a submittal transmittal:
Read about the Top Construction Project Management Software for Small Busines!
Okay, so you’ve set up your submittal log—let's talk about some best practices to keep everything running like a well-oiled machine!
Best Practices for Using Submittal Logs
When using Submittal Logs in construction projects, it’s essential to follow best practices to streamline the process, prevent delays, and maintain compliance with specifications. Here are some best practices to consider:
1. Start Early and Plan Ahead
- Identify Submittal Requirements Early: At the project kickoff, work with the design and project management team to identify all required submittals from the specifications. This prevents any surprises later in the process.
- Prioritize Critical Submittals: Items that directly impact the schedule, such as long lead-time materials, should be prioritized and tracked closely to avoid delays.
2. Use a Standardized Format
- Consistent Structure: Ensure that everyone on the team uses the same template or software for the submittal log. Consistency helps avoid confusion and makes it easier for all stakeholders to understand the document.
- Clarity in Details: Use clear, concise descriptions for each submittal to minimize miscommunication.
3. Assign Clear Responsibilities
- Designate Roles: Clearly define who is responsible for preparing, submitting, reviewing, and approving submittals. Typically, contractors prepare and submit, while architects and engineers review and approve.
- Track Reviewer Accountability: Ensure that all reviewing parties are aware of their deadlines and track their responses. Follow up if necessary to prevent bottlenecks.
4. Set and Monitor Deadlines
- Establish Review Timelines: Set clear timelines for submission and review based on the project schedule. Monitor compliance with these timelines to avoid disruptions.
- Follow Up Regularly: Periodically check in on submittals that are pending review or approval to avoid delays. Automated reminders can help with this.
5. Keep the Log Updated
- Real-Time Updates: Maintain an up-to-date submittal log by entering new data (submission dates, status changes, resubmissions) as soon as they happen.
- Track Revision History: Keep a record of all submittal resubmissions and any modifications to ensure there’s no confusion over which version is the most current.
6. Utilize Technology
- Use Project Management Software: Tools like Sonar Labs can streamline the submittal process, offering tracking capabilities, automated reminders, and easy sharing with stakeholders.
- Cloud-Based Sharing: Store submittal logs in a cloud-based system so that all stakeholders can access and collaborate on the latest version from anywhere.
7. Regular Communication with the Team
- Coordinate with Key Stakeholders: Regularly communicate with the project team, architects, and engineers regarding the status of submittals. This ensures everyone is aligned and that submittals are reviewed in a timely manner.
- Conduct Weekly Reviews: Have weekly submittal meetings to review the status of key submittals, address any issues, and expedite the process if necessary.
8. Include All Relevant Information
- Complete Information: Ensure that each entry in the submittal log is fully detailed, including the submittal number, description, specification section, submission and approval dates, and current status.
- Link to Other Documents: Reference related RFIs, Change Orders, or specification sections where applicable, so all information is easily accessible and tied together.
9. Track Submittals to Close-Out
- Ensure Close-Out Documentation: As submittals are approved, ensure that close-out documentation such as warranties, manuals, and as-built drawings are tracked and completed in the submittal log for easy retrieval at project completion.
10. Maintain Compliance with the Contract
- Follow Contract Specifications: Adhere to the requirements laid out in the contract documents and specifications for submittals, including the number of copies, format, and submission method.
- Record All Communications: Keep a log of any discussions, approvals, or rejections of submittals. This documentation is essential in case of disputes or issues with compliance.
By following these best practices, you'll ensure that the submittal log process is efficient, well-organized, and that the project stays on track, avoiding costly delays and potential disputes. The goal is smooth communication and timely approvals throughout the project lifecycle.
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Also, read our comprehensive guide on Understanding the Role and Use of Generative AI in Construction!
Conclusion
Effectively managing construction submittals is crucial for project managers to keep construction projects on schedule and within budget. A well-organized Construction Submittal Log serves as a powerful tool that not only streamlines the approval process but also enhances communication and compliance among all stakeholders. By maintaining clear oversight of each submittal's status, project managers can mitigate risks associated with missed deadlines and miscommunication.
To simplify this process, consider leveraging advanced tools like Sonar Labs. Our AI-powered platform can help automate submittal tracking, streamline workflows, and improve collaboration among project teams. With Sonar Labs, you can ensure that your construction projects run smoothly, allowing you to focus on delivering high-quality results. Embracing technology in your submittal management process is a step toward achieving greater efficiency and success in the construction industry.
Want to see how Sonar Labs can optimize your submittal workflow? Book a demo now and discover how our AI-powered platform can transform your project management.
