Can this form be electronically signed?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted; verify any statutory exceptions or agency-specific rules before relying on an e-signature for a particular filing.

What supporting documents should be attached?

Include drawings, product data, test reports, certificates of insurance, licenses, and any owner-required exhibits. Omitting required attachments is the most common cause of submission rejection and can lead to rework and schedule delays.

Do submissions require notarization or witnesses?

Not typically for routine submittals, but certain contract documents, affidavits, or public bid bonds may require notarization or witnesses. Remote online notarization rules vary by state; confirm acceptance with the receiving authority.

How do I correct a submitted form?

If the recipient allows amendments, submit a revision with a clear revision date and version number; capture approvals again. For signed records, consider issuing an amendment or corrective agreement that both parties sign to preserve an audit trail.

Who can sign on behalf of a contractor?

An authorized officer, project manager, or appointed signatory with documented authority should sign. For corporate signers, confirm corporate resolution or authorization in advance to avoid disputes over signature authority.

How long must I retain submission records?

Retain records for the active contract term plus recommended retention (commonly 3–7 years). Tax and healthcare records have statutory minima (IRC §6501(a) and 45 CFR §164.530(j)); adjust for state-specific requirements.

Electronic Signature
Templates
Miscellaneous
Construction Submission Form

Construction Submission Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

CONSTRUCTION SUBMISSION FORM

Identification of Parties

Client Name:

Client Contact Information

Contractor Name:

Contractor Contact Information

WHEREAS Recitals

WHEREAS, Client desires to engage Contractor to perform construction services described herein at the project location; and

WHEREAS, Contractor represents that it is duly licensed, bonded and insured to perform the work and possesses the skill, experience, and resources necessary to perform the Scope of Work in a professional manner; and

WHEREAS, the parties intend that this Construction Submission Form sets forth the submission, scope, payment and contractual terms upon which the Contractor will proceed.

Project Information

Project Name Project Location

Permit Number (if issued): Bid / Contract Reference:

Scope of Work

Detailed description of work to be performed. Contractor shall furnish all labor, materials, equipment and supervision necessary to complete the work described below in accordance with applicable codes and good industry practice.

Attachments and Submittals

The following documents are included with this submission:

Plans and drawings

Specifications

Construction schedule

Material submittals / product data

Other attachments (describe)

Payment Terms

Contract Amount: $ Retainage:

Payment Schedule / Milestones

Late Payment Fee:

Term and Termination

Project Commencement Date: Substantial Completion Date:

Either party may terminate this submission for cause upon written notice if the other party materially breaches any obligation and fails to cure within days after receipt of written notice. Notice period for termination without cause: days.

Insurance, Bonds and Permits

Contractor shall maintain insurance and bonds as required for the scope of work. Certificates of insurance and bond documents are required prior to mobilization.

Certificate of Insurance provided with submission

Performance bond provided

Required permits obtained by Contractor

If permits not obtained, provide expected issuance date

Change Orders and Variations

All changes to the Scope of Work shall be effected only by written Change Order signed by both parties describing the change, cost adjustment and time impact. Contractor shall not proceed with changed work without an authorized Change Order.

Procedure for urgent change requests (describe)

Confidentiality

Each party shall maintain in confidence all non-public information disclosed by the other party in connection with this submission and shall not use such information except for performance of obligations hereunder. Confidential information does not include information lawfully known prior to disclosure, independently developed, or which becomes public through no fault of the receiving party. The obligations set forth in this clause survive termination of this submission for a period of three (3) years.

Governing Law and Dispute Resolution

This submission shall be governed by and construed in accordance with the laws of the state identified by the parties below. The parties agree to attempt in good faith to resolve disputes by negotiation; if unresolved, disputes shall be submitted to binding arbitration in accordance with the parties' agreement or, absent agreement, to the rules of a recognized arbitral institution mutually selected by the parties.

Governing state:

Entire Agreement

This Construction Submission Form, together with referenced attachments and any executed Change Orders, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior agreements, proposals and communications, whether written or oral. No amendment is effective unless in writing and signed by both parties.

Certifications and Acknowledgments

By signing below, Contractor certifies that all information in this submission is true and accurate to the best of Contractor's knowledge, Contractor has reviewed the project documents, and will comply with all applicable laws, codes and permit requirements. Client acknowledges receipt of this submission and understands that acceptance constitutes authorization to proceed under the terms set forth herein.

Contractor certifies information is true and accurate

Client acknowledges receipt of submission

Client Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

What the Construction Submission Form Is and when it's used

A Construction Submission Form is a standardized document used to deliver project-specific information to owners, permitting authorities, architects, or general contractors. Typical contents include contractor identification, project name and location, scope of work, materials and specification references, schedule milestones, and attachments such as drawings, calculations, product data, and insurance certificates. Submissions often accompany permit applications, shop-drawing reviews, payment requests, or change-order proposals. Electronic submissions and audit-capable signatures are commonly accepted under U.S. e-signature law (ESIGN and state UETA frameworks), but local permit offices and contract clauses determine exact acceptance and format requirements.

Why a clear, complete submission matters

A well-prepared Construction Submission Form reduces review time, prevents costly rework, and records intent and approvals. It centralizes project data, ensures consistent routing and version control, and creates an evidentiary audit trail useful for disputes, inspections, and lien avoidance.

Who typically prepares and receives this form

Common participants include contractors, subcontractors, design professionals, owners, and permitting officials involved in project approvals.

General contractors coordinating multi-trade submissions, schedules, and contract compliance details for the project.
Subcontractors submitting shop drawings, material certifications, and compliance documents for workmanship and inspection approval.
Architects, engineers, and owners who review, comment, and formally accept or reject submitted items per contract terms.

Clear role assignment speeds approvals and clarifies who is responsible for revisions, attachments, and signoff at each stage.

Step-by-step: completing and submitting the form

Follow these sequential steps to prepare a compliant construction submission and avoid common administrative delays.

01

Prepare documents: Collect drawings, specs, certifications, and insurance prior to filling the form.
02

Populate form: Complete required fields carefully and attach required exhibits or files.
03

Add signers: Assign roles and signature order for all parties responsible for approvals.
04

Submit and track: Send to reviewer(s), capture audit trail, and retain confirmation of submission.

How to configure an online submission workflow

Configure these settings when digitizing the form so routing, authentication, and retention match contract and permitting requirements.

Field	Configuration
Signer Authentication	Email plus optional SMS code or KBA per agency requirements
Routing Order	Sequential routing with approver notifications and reminders
Conditional Fields	Show required fields only when specific options are selected
Accepted File Types	PDF and DOCX preferred; include drawings as PDF/A for archiving

Typical electronic submission flow

A streamlined eSubmission follows predictable sender, signer, and archive steps to maintain an auditable chain of record.

Upload: Sender uploads form and supporting documents to the platform.
Place fields: Designate signature, date, and attachment fields on the form.
Invite signers: Send email or link to each signer in the defined order.
Complete & archive: Signed package and audit trail are saved for distribution and retention.

Platform features to support compliant eSubmissions

Choose a platform that supports required authentication, file formats, and integrations for construction workflows.

Authentication options: Email, SMS code, and third-party identity checks
File and integration support: PDF, DOCX and integrations like Procore and Microsoft 365
Audit and retention: Downloadable audit trail and secure storage

Confirm the platform meets any contractual or local permit office technical requirements before relying on electronic submission alone.

Common timing and processing expectations

Submission timing depends on project schedule, contract milestones, and local permitting office workloads; confirm deadlines with each recipient in writing.

Permit review window:

Municipal review varies widely; expect 2–8 weeks depending on jurisdiction and complexity

Inspection requests:

Request inspections per the schedule in the permit; late requests can delay occupancy

Payment milestones:

Tie payment applications to accepted submittals and signed waivers to avoid holdbacks

Change-order submissions:

Submit change proposals promptly to preserve entitlement and pricing

Closeout packages:

Deliver final documentation on contract completion to trigger final payment

Frequent errors that delay approval

Missing attachments such as manufacturer data, test reports, or insurance certificates force reviewers to suspend processing and request re-submission.
Incorrect project identifiers or file names misroute submissions and increase administrative reconciliation time between the contractor and owner.
Incomplete signature blocks or omitted capacity titles result in returned forms and require re-execution to meet contractual validity requirements.
Using incorrect file formats or failing to flatten drawings can prevent reviewers from opening documents or produce version control issues during review.

Consequences of an incorrect or incomplete submission

Permit delays: Project start or inspection delays

Contract rework: Change orders and added costs

Regulatory fines: Local code penalties possible

Lien exposure: Late filings can affect lien rights

Dispute risk: Weakened evidentiary position in claims

Record gaps: Noncompliance with retention rules

Real-world examples of digital submittals in practice

These examples show how organizations use electronic submission to reduce turnaround time while maintaining compliance and auditability.

Martin Properties

Martin Properties moved submittals online to avoid in-person signatures and speed approvals.

The form and attachments were accessible by mobile for field staff.
Tim Martin noted the team could process and execute all documents online with 100% compliance and built-in security, which simplified closing and reduced administrative overhead across multiple projects.

Optica Ventures

A mid-size developer standardized subcontractor submissions across sites.

Centralized templates reduced missing data.
The interface was simple for staff and external vendors, and it improved consistency of submissions across projects, reducing reviewer questions and rework on technical submittals.

eSignature platform pricing and capability overview

Compare common capability and pricing criteria across vendors for high-volume construction submission workflows; signNow is listed first in the comparison.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Free trial	Free trial	Free trial	Free trial
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions and troubleshooting

Answers to common questions about electronic submissions, signature validity, and correcting or revoking a Construction Submission Form.

Need help? Contact support

Can this form be electronically signed?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted; verify any statutory exceptions or agency-specific rules before relying on an e-signature for a particular filing.
What supporting documents should be attached?
Include drawings, product data, test reports, certificates of insurance, licenses, and any owner-required exhibits. Omitting required attachments is the most common cause of submission rejection and can lead to rework and schedule delays.
Do submissions require notarization or witnesses?
Not typically for routine submittals, but certain contract documents, affidavits, or public bid bonds may require notarization or witnesses. Remote online notarization rules vary by state; confirm acceptance with the receiving authority.
How do I correct a submitted form?
If the recipient allows amendments, submit a revision with a clear revision date and version number; capture approvals again. For signed records, consider issuing an amendment or corrective agreement that both parties sign to preserve an audit trail.
Who can sign on behalf of a contractor?
An authorized officer, project manager, or appointed signatory with documented authority should sign. For corporate signers, confirm corporate resolution or authorization in advance to avoid disputes over signature authority.
How long must I retain submission records?
Retain records for the active contract term plus recommended retention (commonly 3–7 years). Tax and healthcare records have statutory minima (IRC §6501(a) and 45 CFR §164.530(j)); adjust for state-specific requirements.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now