From Plan to Site: Why Construction Submittals Matter

In construction, getting all the details right matters, particularly when it comes to materials, equipment, and the methods used to bring a project to life. Construction submittals are key to making this happen. Think of them as a formal checkpoint between the contractor and the design team, guaranteeing that everything planned on paper is being delivered as expected on site.

Before work begins on a specific component, the submittal process gives architects, engineers, and clients the chance to review and approve what’s being proposed. But what exactly are construction submittals, and how are they used in modern project workflows?

What are construction submittals?

A construction submittal is a document – or in some cases, a physical sample – that a contractor submits for review and approval before proceeding with installation or fabrication. They provide detailed information about the materials, systems, and products intended for use in the project, helping confirm that they meet the required specifications.

Put simply, they serve as a key verification tool to align the design team’s intent and the contractor’s execution. A submittal in construction can include:

• Shop drawings – showing how components will be fabricated and installed
• Product data – technical specifications and manufacturer details
• Samples – physical examples of proposed materials or finishes
• Mock-ups – models used to evaluate design and function
• Installation manuals and test reports – confirming safety, performance, or compliance

Submittals are reviewed by architects, engineers, or consultants as part of the approval workflow. Only once the relevant submittals are approved can the contractor proceed, reducing the risk of misinterpretation or non-compliance down the line.

Purpose and Importance of Construction Submittals

While the primary purpose of construction submittals is to affirm that the proposed materials, equipment, and installation methods align with the design intent and contract specifications, they also provide an opportunity to catch issues early, before fabrication or installation begins. This helps construction teams avoid costly errors and delays. Here are a few further reasons why submittals are so important:

• Ensuring compliance
  Submittals confirm that what’s being provided on site matches what was approved in the design phase, adhering to both technical specifications and contractual obligations.

• Supporting quality assurance
  By requiring sign-off from architects or engineers, submittals act as a safeguard for material quality and performance, helping deliver high standards across the build.

• Improving coordination and communication
  Submittals form a clear, documented channel of communication between contractors, consultants, and clients. They help clarify expectations and make sure that everyone is on the same page during construction.

• Managing risk
  Approving materials and methods in advance helps reduce liability for both contractors and clients by providing evidence of agreed-upon items and decisions.

The Construction Submittal Process – Step By Step

While every project may have its own procedures or platforms, the construction submittal process typically follows a clear sequence, designed to provide accuracy and accountability. Below is a step-by-step overview of how construction submittals are generally managed:

• Preparation: The contractor gathers all required documentation or samples for each relevant item, based on the project’s specifications. This may involve liaising with suppliers or manufacturers to obtain product data, shop drawings, and technical certifications.
• Initial Review: The contractor or subcontractor checks the information for completeness and accuracy before formally submitting it to the design team. Some contractors assign internal quality checks at this stage to avoid rework later.
• Submission to the Design Team: Submittals are sent to the architect, engineer, or other relevant consultant for review. In some cases, digital platforms are used to streamline and track the process.
• Review and Response: The design team evaluates the submittal to determine whether it meets the required project specifications. They may approve it as submitted, approve it with comments, request revisions, or reject it.
• Revisions and Resubmission (if needed): If changes are required, the contractor makes the necessary adjustments and resubmits the item for further review.
• Final Approval: Once a submittal is approved, the contractor can proceed with ordering, fabricating, or installing the item in question, knowing that it aligns with the project requirements.

Types of Construction Submittals

Construction submittals come in several forms, each serving a distinct purpose depending on the nature of the project and the items being proposed. Common types of construction submittals are documents and items like:

• Shop Drawings
  Detailed, technical illustrations showing how specific components will be fabricated and installed. These are often used for structural steel, mechanical systems, customised elements, and architectural features.

• Product Data Sheets
  Manufacturer-issued documentation outlining product specifications, dimensions, performance ratings, certifications, environmental data and installation instructions for specific materials or equipment.

• Samples and Visual References
  Physical examples or photographic references of proposed materials – such as flooring, paint, or cladding – that enable the design team to evaluate colour, texture, or finish before approval.

• Mock-ups
  Full-scale or partial representations of a specific construction element, used to assess visual appearance or functional performance prior to full implementation.

• Material Test Reports
  Evidence that materials meet the required standards or performance criteria, often including test certificates or compliance documents from third-party laboratories.

• Installation Manuals or Method Statements
  Documents that detail step by step how a product or system should be installed on-site, including any specific procedures required to meet performance or safety criteria.

• Certificates of Compliance
  Statements confirming that the product meets relevant standards, codes, or project specifications, often issued by manufacturers or third-party testers.

• Material Safety Data Sheets (MSDS)
  Required for hazardous materials – providing information about handling, storage, and health risks, in compliance with UK regulations.

Benefits of Effectively Managing Construction Submittals

When construction submittals are managed effectively, they can deliver real value across the entire project lifecycle, from pre-construction to final handover. Key benefits include:

• Fewer errors and rework
  By confirming that materials and components meet the design requirements before installation, submittals help avoid costly mistakes and delays on site.

• Improved communication
  Submittals serve as a formal record of agreement between the contractor and design team. This reduces the risk of misunderstandings and helps resolve queries before they become problems.

• Enhanced quality control
  Submittals act as a quality checkpoint, making sure that all products and systems used on site have been reviewed and approved for compliance with project specifications.

• Greater accountability
  A traceable submittal workflow documents who approved what and when – essential for managing liability, disputes, and contractual obligations.

• More efficient project management
  Submittals provide structure and visibility, making it easier to track lead times, coordinate procurement, and keep the project on schedule.

Difference Between Submittals and RFIs

While submittals and RFIs (Requests for Information) are both essential tools in construction communication, they serve very different purposes in the project workflow.

Construction submittals are proactive, used to confirm that the contractor’s proposed materials, products, or methods align with the project’s design and specification. They are part of a planned, standard process and require formal approval before work can proceed.

RFIs, on the other hand, are reactive. They are raised when there’s uncertainty, missing information, or a conflict in the drawings or specifications. An RFI seeks clarification or direction from the design team, often when site teams encounter an issue that wasn’t accounted for in the original plans.

Key differences at a glance:

How Submittals Ensure Compliance

Construction submittals play a direct role in verifying that the materials, systems, and methods used on site align with both the project specifications and relevant industry regulations. They form a key part of the project’s quality control and compliance framework.

By requiring design-team approval before installation, submittals:

• Make sure that proposed materials match the technical standards outlined in the contract
• Confirm that installation methods meet safety, performance, and durability requirements
• Provide documented evidence of compliance, which is essential in the event of inspections or disputes

Submittals often support compliance with standards such as:

• BS EN standards for construction products and systems
• Building Regulations applicable to fire safety, structural integrity, thermal performance, and more
• CDM Regulations 2015 (Construction Design and Management), particularly in relation to health and safety file documentation

While not always explicitly referenced in legislation, submittals offer a mechanism for demonstrating that specified products are being used and that the project is being delivered in accordance with the approved design. When managed properly, submittals contribute to a traceable audit trail, helping clients, contractors, and consultants meet their legal obligations with confidence.

Construction submittals are a core part of project delivery, bridging the gap between design intent and on-site execution. From verifying materials and installation methods to complying with technical specifications, they help maintain quality, reduce risk, and keep complex builds on track.

By following a clear submittal process and managing documentation effectively, contractors and project teams can build with confidence, knowing every component has been approved and aligns with the overall vision. 

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