How to organize construction submittals
Create a submittal management system that keeps your project on track
Submittals are the documentation backbone of construction quality. A disorganized submittal process leads to delayed approvals, wrong materials, and rework. Here's how to set up and maintain a submittal system that works.
Step 1: Create a Submittal Register
Start by extracting all submittal requirements from the specifications:
Step 2: Establish a Numbering System
Consistent numbering prevents confusion and enables tracking:
[Spec Section]-[Sequence]-[Revision]Example: 08 11 13-001-00
08 11 13 = Hollow Metal Doors and Frames
001 = First submittal in this section
00 = Original submission (01 = first resubmission)
Step 3: Create a Submittal Schedule
Work backwards from installation dates:
Step 4: Define Review Actions
Use standard action codes consistently:
Step 5: Organize Digital Files
Create a folder structure that's easy to navigate:
Submittals/
├── 01_General/
├── 03_Concrete/
├── 05_Metals/
├── 08_Openings/
├── 08 11 13 - HM Doors/
├── 08 11 13-001-00_Shop Dwgs.pdf
├── 08 11 13-001-00_Review.pdf
└── 08 11 13-001-01_Resubmit.pdf
Step 6: Track Key Dates
Your submittal log should track these dates for each item:
Step 7: Review Status Weekly
Generate weekly reports showing:
- Submittals due in the next 2 weeks
- Submittals out for review beyond standard time
- Submittals pending resubmission
- Approved submittals pending distribution
- Long-lead items requiring immediate attention
Keep exploring
More guides on coordination, reviews, and clean drawing workflows.
Run meetings that resolve open submittal issues.
Create clean markups that move work forward.
Verify submittals match scheduled assemblies.
Match submitted equipment to specified models.