How-To Guide

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:

1
Review each specification section for submittal requirements
2
Note required format (shop drawings, product data, samples)
3
Identify number of copies required
4
Note any special review requirements (structural engineer, etc.)
5
Link submittals to specification section numbers

Step 2: Establish a Numbering System

Consistent numbering prevents confusion and enables tracking:

Recommended Format
[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:

Installation Date
When does this item need to be installed?
Delivery Lead Time
Subtract manufacturing and delivery time
Approval Time
Subtract review cycles (typically 2-3 weeks each)
Preparation Time
Subtract time for subcontractor to prepare submittal
Required Submit Date
This is when you need the submittal

Step 4: Define Review Actions

Use standard action codes consistently:

Approved
Proceed with fabrication/procurement as submitted
Approved as Noted
Proceed with noted corrections, no resubmission needed
Revise and Resubmit
Cannot proceed until resubmission is approved
Rejected
Does not meet requirements, resubmit with new approach
For Information Only
Received, no action required

Step 5: Organize Digital Files

Create a folder structure that's easy to navigate:

Recommended Structure

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:

Required Date
Date Received
Date Sent for Review
Date Returned
Resubmit Date
Final Approval Date

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

Streamline Your Submittal Reviews

Articulate helps catch discrepancies between submittals and contract drawings, making sure submitted products actually match what's specified before they get approved.

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