If you’ve been in commercial construction long enough, you’ve heard the word submittal thrown around in meetings. And if you’re new to the field, you’ve probably gotten one back marked “rejected” and wondered why.
A submittal is one of those construction essentials that nobody really sits down and explains. So let’s do that now.
The Simple Definition
A submittal is a document package you send to the architect or engineer for approval. It contains details about a product, material, or assembly you plan to use on the job. The architect reviews it, checks that it meets the specifications in the contract, and either approves it or sends it back with changes.
That’s it. It’s a request for permission to move forward.
On most commercial projects, you can’t order, deliver, or install a material without first getting the architect’s submittal approval. It’s built into every contract. And on a typical mid-sized job, you’ll create dozens of them.
Why Submittals Exist
Submittals protect everyone. Here’s the logic:
The owner and architect chose specific products and materials during the design phase. Those choices went into the specifications. When you bid the job, you’re saying you’ll build it according to those specs.
A submittal is your confirmation that the product you actually plan to use matches the spec. If it doesn’t, the architect needs to know now, not when it shows up on the dock.
This prevents surprises down the road. It keeps the project on track. And it creates a paper trail so nobody can claim later that “nobody told me about that material.”
From the contractor’s side, a submittal is also proof that you got approval. If something goes wrong with that material, you can point to the stamped submittal and show that the architect signed off on it.
What Goes Into a Submittal
A typical submittal package includes:
- A cover sheet: Project information, item description, specification section reference, and your certification that the submittal matches the spec
- Table of contents: A listing of all of the sections and items in each section of the submittal document
- Product data sheets: The manufacturer’s spec sheet showing all the relevant details (dimensions, finish, electrical requirements, fire rating, etc.)
- Shop drawings: Detailed drawings of how the product will be installed or fabricated (if applicable)
- Samples: A physical sample of the product (finish color, material, texture) for the architect to inspect in person
- Certifications: Test reports, mill certificates, UL ratings, or compliance documentation
- Installation instructions: How the contractor plans to install or implement the product
Not every submittal needs all of these. A simple paint color submittal might just need a sample and a product data sheet. A complex HVAC system might need full shop drawings and several pages of technical specs.
The Submittal Workflow
Here’s what actually happens:
1. You identify what needs approval
Early in the project, you review the specifications and make a list of all items that need submittals. This includes products you haven’t yet selected, existing product lines where you need approval for the specific model, or any material where the spec says “contractor submittals required.”
2. You gather the documentation
You collect the product data sheet from the manufacturer, request a sample if needed, and compile any other relevant documentation. If the item requires shop drawings, your team prepares those.
3. You create the submittal package
You organize everything into a clean, organized package. A cover sheet goes on top. The content is numbered and indexed. Drawings are marked with revision numbers.
4. You submit it
You send the submittal to the architect or engineer (typically through the general contractor, who coordinates and routes it). Most projects use an online portal for this now, though some still rely on email and paper.
5. The architect reviews it
The architect (or spec writer, or engineer) checks the submittal against the contract specifications. They verify that the product you’ve selected meets the contract requirements. They might review it themselves or send it to a consultant for approval (MEP engineer, structural, etc.).
This review typically takes 5-10 business days, depending on complexity and the architect’s workload.
6. Decision time
The architect stamps the submittal with one of these responses:
- Approved: You’re good to order and install.
- Approved as noted: Approved, but there are minor conditions or notes to follow.
- Rejected: The product doesn’t meet the spec. Go back to step 2 and try again.
What Happens When a Submittal Gets Rejected
Rejection is common. It doesn’t mean you made a mistake. It usually means your first choice didn’t meet the spec.
Here’s what you do:
- Read the architect’s comments carefully. They’ll explain why it was rejected.
- Find a product that actually meets the spec. (This is the part that takes time.)
- Prepare a new submittal with the compliant product.
- Submit it again.
- Wait for approval.
This cycle can repeat multiple times if you keep proposing non-compliant products. The key is reading the spec carefully the first time and proposing something that actually fits.
Some rejection reasons are legitimate constraints. “This finish isn’t available in the color required by the spec.” Some are the contractor’s oversight. “You proposed Model X, but the spec calls for Model Y specifically.”
The best practice is to read the spec before you start shopping. Know exactly what the requirements are. Then find products that meet them.
Submittal vs. RFI: What’s the Difference?
These two documents get confused all the time.
An RFI (Request for Information) is a question. You send it when the spec is unclear or when you’ve found a conflict in the drawings. You’re asking the architect to clarify or make a decision.
A submittal is a proposal. You’re saying “Here’s the product I plan to use; is that okay?”
The difference matters. If you submit a product without reading the spec carefully, you’re wasting time with rejections. If you send an RFI asking about a spec section that’s already clear, you look unprepared.
Read the spec first. If it’s genuinely unclear, send an RFI. If it’s clear and you’ve picked a compliant product, send a submittal.
Why Submittals Take So Long
There are a few reasons why your submittal sits in the architect’s inbox:
- Volume. A large project might have 50-100 submittals. The architect can’t review them all in one day.
- Coordination. Some submittals need sign-off from multiple people (structural engineer, MEP engineer, owner rep).
- Completeness. If your submittal is missing pages or information, the architect bounces it back to you.
- Conflicts. Sometimes the submittal reveals a problem with the design or spec. This needs to be resolved before approval.
The best way to speed this up is to be thorough. Submit complete packages. Make sure your product actually meets the spec. And follow up politely if it’s been more than two weeks.
How to Create Submittals Faster
If you’re creating submittals now, here’s what most contractors do:
- Open a Word template or Excel sheet.
- Gather PDFs from manufacturers.
- Copy and paste them into the template.
- Format it by hand.
- Export as PDF.
- Send it out.
This process takes 30 minutes per submittal. Across a large project with 50 submittals, that’s 25 hours.
There’s a faster way. Submittal software handles the packaging, formatting, and indexing for you. You upload the product spec sheet once, add project details, and the software generates a branded, organized submittal package in minutes.
The best submittal tools let you create your first submittal in 15 minutes, then reuse the template for the rest of the project.
Key Takeaways
- A submittal is a document package requesting the architect’s approval for a product or material.
- You send it before ordering or installing anything. Approval is required on most commercial projects.
- A submittal includes a product data sheet, any relevant shop drawings, samples, certifications, and a cover sheet.
- The architect reviews it against the specifications and either approves it or rejects it.
- If rejected, you revise and resubmit.
- A submittal is different from an RFI. A submittal proposes a product. An RFI asks a question.
- Read the spec carefully before selecting a product. This reduces rejections and speeds approval.
- Submittal software can cut your submittal creation time in half.
Next Steps
If you’re building projects where submittals are part of your workflow, you know how much time they take.
SubmittalGenerator is a free tool that removes the formatting and packaging hassle. Create your first submittal in 5 minutes, then reuse the template for the rest of your project. No training required. The free Starter plan handles up to 3 active projects, and you can upgrade anytime if you need custom branding or team collaboration.
Check it out. Your next submittal might be faster than you think.
