How to build and manage a construction submittal log
A submittal log is your master record of every item that must be submitted for review and approval before construction proceeds. Done right, it prevents schedule delays and procurement surprises.
What Belongs in a Submittal Log
Your submittal log is a spreadsheet (or Procore/Autodesk sheet) that tracks every item requiring approval. At a minimum, each entry should include:
- CSI Spec Section Number (e.g., 03 30 00 Concrete), makes it easy to cross-reference specifications
- Item Description (e.g., "Ready-Mix Concrete, 4000 PSI"), specific enough that everyone knows what's being submitted
- Submittal Type: Shop Drawing, Product Data, Sample, or Certification
- Responsible Party (e.g., concrete contractor, equipment supplier), who owns submitting this
- Due Date, when it must be submitted to stay on schedule
- Submission Date, when it was actually submitted
- Reviewer (Architect, Engineer, GC), who reviews it
- Status (Not Yet Submitted, Submitted, Pending Review, Approved, Rejected, Resubmit Required)
- Approved Date, when final approval was issued
- Notes, conditions of approval, or reasons for rejection
Types of Submittals
Know the difference so you prepare the right document:
Shop Drawings
Contractor-prepared drawings showing how the work will be built. Examples: structural steel connection details, curtain wall assemblies, MEP coordination layouts, cabinetry elevations, custom millwork.
Shop drawings are NOT approved drawings, architect's approval means the design intent is met, but doesn't transfer responsibility from the contractor for means, methods, or constructability.
Product Data
Manufacturer's technical information. Examples: concrete mix designs, mechanical equipment spec sheets, electrical panel schedules, window performance ratings, roofing material certifications.
Usually supplied by the vendor/distributor, but the general contractor compiles and submits them to prove compliance with the specifications.
Samples
Physical or digital samples of finishes, colors, and materials. Examples: paint color chips, window frame samples, tile samples, brick samples, carpet swatches.
Samples must be submitted before purchasing in bulk. Approval confirms the owner and architect accept the aesthetic and quality.
Certifications
Third-party test reports and compliance documentation. Examples: fire-rated assemblies, roof wind ratings, concrete lab reports, welder certifications, equipment commissioning reports.
These prove compliance with code and specification requirements. Usually submitted toward the end of the project.
Building Your Log from the Specifications
Don't guess what needs to be submitted. Go through the spec book, division by division.
Start with Division 01 (General Requirements)
The project specifications usually include a submittal schedule in Division 01. This is your gold standard list. Copy every item listed.
Read Each Spec Section Carefully
Many specs have submission requirements embedded in the text, not just in a master schedule. Example: "Concrete contractor shall submit mix design and slump test results before placing concrete." Add this to your log.
Note Any Conditional Submittals
Some submittals are conditional: "If metal stud framing is used, submit stud schedule; if wood framing, submit lumber certifications." Mark these clearly so you know whether to expect them.
Check the Contract
Some submittal requirements live in the contract, not the specs. Read the Special Conditions and Exhibit A for any requirements called out by the owner or lender.
Setting Due Dates, Work Backward from Your Schedule
This is where submittal logs prevent disasters. A late submittal can delay procurement, which delays installation, which delays the whole project.
Work backward from the date work must be installed:
Example: Structural steel must be installed on May 1st
- • Fabrication time: 6 weeks → Steel mill delivery needed by March 20
- • Procurement time: 2 weeks → Purchase order needed by March 6
- • Review/approval time: 1 week → Drawings submitted by Feb 27
- • Due date in submittal log: Feb 20 (buffer for one rejection/resubmit)
Always build in a buffer. Most submittals get at least one round of comments. If your due date is March 1 and you expect a 1-week review cycle plus resubmit time, the actual submission date should be Feb 15 to May 1st installation happens on time.
The Review Cycle
Every submittal goes through a workflow. Track it:
Submit
GC (or subcontractor) submits to the architect/engineer. Record submission date in your log. Status: "Submitted"
Pending Review
Architect reviews. Expected turnaround is 3–7 business days, depending on complexity. Status: "Pending Review"
Review Response (Three Possible Outcomes)
- Approved: As submitted. You're clear to proceed. Status: "Approved"
- Approved with Comments: Approved, but must incorporate changes or notes on next phase. Status: "Approved" (note conditions in Notes field)
- Rejected/Resubmit Required: Does not comply. Must revise and resubmit. Status: "Resubmit Required"
Resubmit (if necessary)
Create a new line item in your log for the resubmittal. It's a separate submission with its own dates. This matters for payment and claims, contractors are often not paid for work until submittals are approved.
Tracking Open and Aging Submittals
Once you have entries, the critical skill is aging. Add a formula column in your spreadsheet: Days Pending = TODAY() - Submission Date
Use this to hold your architect and subs accountable:
- Submittals over 7 days pending: Follow up with architect
- Submittals over 14 days pending: Email the A/E project manager and escalate
- Submittals that miss the due date: Alert project manager immediately. Impact on schedule?
Many schedule delays originate from slow review cycles. Your submittal log is your evidence that you pushed back and tracked delays.
What Happens When Submittals Are Late
A single missed submittal cascades:
Structural steel shop drawings are due Feb 20. Contractor doesn't submit until March 1. Architect takes 1 week to review (now March 8). One revision required. Resubmit by March 15. Architect approves March 22. Purchase order placed March 25. Mill quote was 6-week lead time. Steel now arrives in early May instead of late March. Framing schedule slips 6 weeks. Drywall schedule slips 6 weeks. Mechanical, electrical, paint all slip. Project completion moves from November to December. That submittal cost you one month.
This is why contractors track submittals religiously and why late subs get heated phone calls.
Submittal Log Template Columns
Here's a starter set for your spreadsheet:
| CSI Section | Item Description | Type | Responsible Party | Due Date | Status | Notes |
|---|---|---|---|---|---|---|
| 03 30 00 | Ready-Mix Concrete 4000 PSI | Product Data, Cert | Concrete Sub | Jan 31 | Approved | Air entrainment per specs |
If using Procore or Autodesk, their native submittal tools will have these fields built in. Use the tool's workflow if your project is managed that way.
Common Mistakes to Avoid
- Forgetting to read Division 01. Submittals are often hidden in the general requirements section. Don't skip this.
- Not factoring in review time. Due dates should account for review and one round of revisions. If you need approval by March 1, start the submission by Feb 10.
- Losing track of resubmittals. Each revision is a separate submittal with its own timeline. Don't treat it as complete until final approval.
- Submitting incomplete documents. Architects reject submittals that are missing signatures, certifications, or required attachments. Check the spec before submitting.
- Not following up on aging submittals. If it's pending review for more than a week, send a polite reminder to the architect. Many projects slip because nobody follows up.
- Ignoring conditional submittals. If the spec says "if X material is selected," make sure you track whether X was selected, and whether the submittal is still required.
Keep exploring
Related references and guides for submittals and specs.
Understand specification sections and find submittal requirements.
Navigate MasterFormat to find the right spec section quickly.
Track and document the distribution of drawings and revisions.
File submittals in a way your team can find them when needed.