The Secret to Faster Construction Submittal Approval
by Sam Chen
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What is a Submittal in Construction ?
In construction, submittals are essential for ensuring project success. They include documents or samples that detail materials, equipment, and methods before work begins. Simply put, they ensure that what’s built matches the design plan.
Without this step, projects risk delays, failed inspections, or costly mistakes. Submittals create order and keep everyone—from contractors to architects and engineers—on the same page.
Why Are Submittals Important?
These documents might feel like extra paperwork, but they are critical to achieving project goals. They verify that materials and methods meet safety and design standards. By ensuring approval before items arrive on-site, they prevent errors and keep the project running smoothly.
When managed well, this process saves time, avoids delays, and builds trust with stakeholders. An efficient workflow enhances team credibility and keeps schedules on track.
Types of Submittals in Construction
Shop Drawings
These are detailed diagrams showing how parts like structural steel or HVAC systems will be installed. They include exact dimensions and placement details.
Material Data & Product Information
This includes technical data sheets, product manuals, and certifications. These documents prove that materials meet project specifications and safety codes.
Product Specifications & Technical Data
Documents that confirm materials meet performance standards, such as fire ratings or load limits.
Samples & Mock-Ups
Physical samples or prototypes, like paint swatches or tile layouts, help confirm aesthetic and functional expectations.
Each type of submittal communicates essential details about the materials and methods used in construction.
Submittal Process and Approval Workflow
A submittal journey begins with the subcontractor and flows through a chain of scrutiny before final approval. Here's how the process typically unfolds:
1. Subcontractor Prepares & Submits
Subcontractors collect all necessary documents or samples and submit them to the general contractor (GC).
2. GC Reviews
The GC verifies that everything aligns with the spec book and the schedule. If issues arise, they push it back with revision requests.
3. Design & Engineering Review
Architects, engineers, or construction managers review submittals for design consistency, code compliance, and safety.
Common Approval Workflows Include:
Simple Workflow: Subcontractor → GC → Architect → GC → Subcontractor
Moderate Workflow: Subcontractor → GC → Engineer → Architect → GC → Subcontractor
Complex Workflow: Subcontractor → GC → CM → Engineer → Architect → CM → GC → Subcontractor
Comprehensive Workflow: Subcontractor → GC → CM → Engineer → Architect → CM → Owner’s Rep → GC → Subcontractor
Each added layer increases review time—but also ensures quality and compliance. This is the submittal meaning in action: meticulous verification before construction begins.
Use Construction Management Software to Improve Your Submittal Process
In a digital age, the smartest teams use construction management software to streamline construction project submittals. These platforms centralize submissions, track status, send automated reminders, and store everything in one secure location.
No more chasing down emails, losing attachments, or wondering if a document is in someone’s inbox. Tools like GoBuid empower teams to work faster, smarter, and with full transparency. With dashboard overviews and audit trails, approvals move like clockwork, and teams stay on the same page—literally.
Digital tools also enable real-time collaboration. Architects can annotate PDFs, engineers can flag concerns, and contractors can revise instantly—slashing approval time by days, sometimes weeks.
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Real-World Applications
Hotel Project in Singapore: Façade cladding submittals went through three rounds of revisions due to fire safety concerns. Updated specs and certifications led to quick approval and smooth installation.
Hospital Retrofit in New Jersey: Digital submittal tools allowed engineers and architects to review MEP submittals simultaneously. Approval times dropped from 14 days to just 5.
Conclusion
Speeding up the approval process isn’t complicated—it’s about clarity, coordination, and smart use of technology. Start early, submit complete documentation, communicate proactively, and track progress effectively.
Submittals are the bridge between vision and execution. Master them, and you don’t just build faster—you build better.
FQA about Construction Submittal
Who is responsible for preparing submittal?
Subcontractors are typically responsible for preparing and submitting the required documents or samples to the general contractor (GC). The GC then reviews and forwards them to architects, engineers, or other reviewers for approval.
Are submittals legally binding?
Submittals themselves are not legally binding documents. However, once approved, they become part of the construction contract, and all parties are obligated to follow them.
What is the difference between a submittal and an RFI?
Submittal: Provides details about materials, equipment, or methods for approval.
RFI (Request for Information): Used to clarify ambiguities or ask questions about the project’s design or specifications.