A late submittal is one of the quietest ways to lose a schedule. Material with long lead times cannot be ordered until its submittal is approved, so the clock starts long before anyone is on site.
What counts as a submittal?
| Type | Example |
|---|---|
| Shop drawings | Steel connections, curtain wall, ductwork layouts |
| Product data | Manufacturer cut sheets for fixtures, equipment, finishes |
| Samples | Finish colors, brick, carpet |
| Other | Mockups, test reports, certifications, warranties, O&M manuals |
AIA A201 Section 3.12 defines shop drawings, product data and samples, and says submittals are not contract documents; they show how the contractor proposes to meet them.
How does a submittal move, step by step?
- Build the register from the specifications: every section lists its required submittals, often in Part 1.
- Set dates from the schedule, working back from when the material must be on site, including lead time and review time.
- Subcontractor prepares the submittal.
- General contractor reviews and stamps it, checking it against the specs, dimensions and other trades. A201 Section 3.12.5 requires this review before it goes to the architect.
- Architect reviews for conformance with the design (A201 Section 4.2.7) and returns it, typically marked approved, approved as noted, revise and resubmit, or rejected.
- Distribute and release. Send the result to the sub and the field, and release the order.
What goes in a submittal log?
Spec section, submittal number and description, type, responsible subcontractor, date required on site, lead time, date due to the architect, date sent, date returned, status, revision number, and ball-in-court. Review the log weekly and in every OAC meeting.
How do you keep submittals off the critical path?
- Build the register in the first weeks, not when the trade mobilizes.
- Start long-lead items first: switchgear, elevators, curtain wall, structural steel.
- Return incomplete submittals to the sub before they reach the architect.
- Agree review times in the contract or Division 01.
- Check the submittal against the spec yourself; a rejection costs another full cycle.
How does Colin help?
Colin, BAU AI's communication agent, builds the submittal register from the spec book, checks incoming submittals against their spec sections, keeps the log and the ball-in-court current, and chases what is late. Your team stamps and sends. Colin is offered to the founding cohort and is not part of the published plans.
If your submittal log lives in a spreadsheet three people edit, join our US founding cohort and test Colin on your next job.
Tushar Adsul, Founder and CEO, BAU AI
Frequently asked questions
Who approves submittals? The general contractor reviews and approves them first; the architect then reviews them for conformance with the design.
Is an approved submittal a change to the contract? No. A201 says submittals are not contract documents. A change needs a change order.
What is the difference between a submittal and an RFI? An RFI asks a question about the documents. A submittal shows how you will build what the documents require.
Sources
- AIA A201-2017, General Conditions of the Contract for Construction, Sections 3.12 and 4.2.7.
- CSI MasterFormat, Section 01 33 00, Submittal Procedures.