What qualifies as a submittal?

Submittals include shop drawings, product data, samples, and test reports that demonstrate compliance with contract requirements. Compile these with a transmittal that lists each item and requested action to ensure traceability.

Can submittals be signed electronically?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signing process demonstrates intent, consent, attribution, and record retention.

How should review comments be documented?

Record responses using the transmittal and attach a redlined copy or response log. Preserve timestamps, reviewer identity, and approval status to support contractual obligations and resolve disputes.

What if a submittal is rejected?

Revise per reviewer comments, increment the revision number, and resubmit with a clear explanation of changes. Track resubmission dates against contract SLAs to avoid fabrication before approval.

Are notarization or witnesses required?

Not typically for shop drawings themselves; notarization applies to specific affidavits or warranty documents in some jurisdictions. Check contract language and state rules when legal acknowledgements are requested.

How long should I retain approved submittals?

Keep approved submittals for the contract term plus a recommended minimum of three years; follow IRS, HIPAA, or project-specific retention requirements where applicable.

Electronic Signature
Templates
Miscellaneous
Construction Submittal Drawings

Construction Submittal Drawings

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

CONSTRUCTION SUBMITTAL DRAWINGS

Parties and Project

Client Name:

Client Address Submittal Prepared By (Company)

Project Name:

Project Address:

Submittal No.:

Revision No.:

Submission Date:

Recitals

WHEREAS, Client has engaged Submitter to prepare and deliver construction submittal drawings, shop drawings, product data and related documents for the Project identified above; and

WHEREAS, Submitter represents that it has the professional skill, experience and resources required to prepare the drawings and to comply with the Contract Documents and applicable codes and standards; and

WHEREAS, the parties desire to set forth the terms governing the preparation, review, approval and payment for the Submittal Drawings, including review schedules, acceptance criteria and confidentiality protections.

Scope of Work

Scope Description Deliverables (List drawing types, sheets, and quantities)

Submittal Checklist

Mark applicable items and provide remarks where required.

Drawings / Shop Drawings Specifications Product Data / Catalog Cuts Samples Calculations / Engineering Reports

Attachments and Reference Documents

Review Actions and Comments

Reviewer Action: Approved Revise and Resubmit Rejected

Reviewer's Comments

Payment Terms

Compensation for preparation and delivery of the Submittal Drawings shall be as follows:

Fixed Fee Amount Payment Schedule

Late Payment: Any undisputed amount not paid within days of invoice due date shall accrue interest at a rate of , and Client shall reimburse Submitter for reasonable collection costs.

Term and Termination

This Agreement commences on the Start Date and continues until the End Date unless earlier terminated in accordance with this section.

Start Date:

End Date:

Either party may terminate this Agreement for material breach if the breaching party fails to cure the breach within days after written notice. Termination for convenience by Client requires days' prior written notice and payment for work performed to date.

Confidentiality

Submitter and Client each acknowledge that drawings, specifications, calculations and related project documents constitute confidential business information. Each party shall maintain such information in confidence and shall not disclose it to third parties except as necessary for performance of its obligations or as required by law. Confidential information shall be used solely for the Project and shall be returned or destroyed upon termination or final payment, except that retained copies may be kept for archival, insurance or legal purposes.

Intellectual Property; Use of Drawings

Submitter retains copyright and other intellectual property rights in the submittal drawings and related documents. Upon full payment, Submitter grants Client a non-exclusive, perpetual license to use the drawings for construction and operation of the Project. Any reuse, modification or use of the drawings for other projects shall require Submitter's prior written consent and may require additional compensation and professional indemnification.

Indemnity and Limitation of Liability

Each party shall indemnify, defend and hold the other harmless from claims arising from its negligent acts or omissions in performance of this Agreement. Notwithstanding anything to the contrary, the total liability of Submitter for claims arising from the services shall not exceed the total compensation paid under this Agreement, except for liability arising from willful misconduct or gross negligence.

Governing Law; Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction identified below. The parties shall attempt in good faith to resolve disputes by negotiation. If unresolved, disputes shall be submitted to binding arbitration in the agreed jurisdiction unless the parties mutually agree otherwise.

Governing Jurisdiction

Entire Agreement

This document, together with any attachments and referenced submittal schedules, constitutes the entire agreement between the parties with respect to the submittal drawings and supersedes all prior agreements, understandings and negotiations, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both parties.

Certifications

The undersigned certifies that the drawings and documents submitted herewith were prepared or supervised by qualified personnel and, to the best of their knowledge, comply with the Contract Documents and applicable codes. The signer further certifies authority to bind the submitting party.

Submitter Contact Name Submitter Contact Email / Phone

Client

Printed Name:

By:

Date:

Submitter / Consultant

Printed Name:

By:

Date:

What Construction Submittal Drawings Are and when they matter

Construction Submittal Drawings are contractor-prepared drawings, shop drawings, product data, and related documents submitted to the architect, engineer, or owner for review and approval before fabrication or installation. They translate contract drawings into the detailed information manufacturers and trade partners use to fabricate components, select materials, and schedule work. Properly prepared submittals show product specifications, dimensions, finishes, and installation requirements, and they typically accompany a transmittal that records submission dates, reviewers, and required action. Accurate submittals reduce rework, support quality control, and create an auditable record of approvals during the project lifecycle.

Why precise submittal drawings matter for the project

Accurate submittal drawings speed approvals, reduce fabrication errors, and align expectations among contractor, design team, and owner. They protect contractual obligations by documenting design intent, changes, and reviewer comments.

Who prepares and who reviews submittal drawings

Typical participants involved in submittal workflows and their roles.

General Contractor: Prepares and compiles submittals for trade partners and coordinates transmittals with the design team.
Architect / Engineer: Reviews for compliance with design intent and issues approval, approval-with-comments, or rejection responses.
Owner / Construction Manager: Reviews critical items for acceptance, budget impact, and schedule implications.

Each project may add specialized reviewers (e.g., MEP engineer) depending on scope and contract requirements.

Step-by-step: preparing and submitting construction submittal drawings

A clear sequential process reduces review cycles and keeps fabrication on schedule.

01

Assemble: Collect shop drawings, product data, and samples for the item.
02

Transmittal: Create a transmittal listing items, dates, and requested action.
03

Submit: Send to design team via specified platform or email with attachments.
04

Respond: Log architect/engineer responses and route comments to trades.

Typical digital workflow settings for online submittal processing

Configure platform settings to match contract routing and authentication requirements before the first submission.

Field	Configuration
Upload format	PDF preferred \| DWG optional
Routing order	Contractor > Architect > Owner
Authentication	Email or SMS code
Turnaround SLA	7–14 business days typical

Where to send submittal drawings and who receives them

Route each package to the parties named in the contract and record the transmission for the project file.

Architect / Engineer: Primary reviewer for design compliance and technical approval.
Owner / Rep: Receives items requiring owner acceptance or budget approval.
Authorities: Permit or inspection authorities when submittals affect code compliance.
Project Manager: File for schedule coordination and procurement.

Platform and file requirements for electronic submittals

Confirm file formats, authentication, and integrations before submitting to avoid rejections.

File formats: PDF, DWG, and high-resolution images accepted
Integrations: Procore, Box, Google Drive, and NetSuite supported
Security: TLS in transit, AES-256 at rest

Use platforms that provide audit trails, version control, and integration with project management systems to maintain traceability through construction and closeout.

Six essential elements to include on a professional submittal

A complete submittal package reduces back-and-forth and documents approvals for procurement and installation.

Cover Sheet

Include project name, submittal number, date, preparer contact, and a concise description of contents so reviewers can identify scope quickly and route items correctly.

Transmittal Form

List each attached item, action requested (approve, approve-with-comments, revise-and-resubmit), and required response date to establish the contractual review timeline and responsibility.

Shop Drawings

Provide detailed fabrication drawings with dimensions, materials, connection details, and references to contract drawings so fabricators and reviewers can verify fit and compliance.

Product Data

Attach manufacturer data sheets, performance specifications, and installation instructions to show compliance with contract-required performance and code standards.

Samples / Photos

Include physical or photographic samples of finishes, colors, or assemblies when required; label samples and document sample IDs for acceptance and record-keeping.

Revision History

Track previous submittal numbers, revision dates, and reviewer comments so the team can trace changes and avoid reissuing outdated fabrication packages.

Required document fields and metadata

Project ID: Unique contract identifier

Submittal ID: Sequential submittal number

Drawing Ref: Contract sheet number

Revision: Current revision ID

Submitter: Company and contact

Submission Date: MM/DD/YYYY format

Common preparation errors that delay approvals

Missing or inconsistent reference to contract drawing numbers causes reviewers to reject or request clarifications, adding days to the schedule.
Insufficient detail on shop drawings (missing dimensions, connection details) leads to fabrication errors and costly rework on-site.
Sending unlabelled or low-resolution product data and samples can result in wrong material orders or extended review cycles.
Failing to track responses and resubmissions creates duplicate reviews and disputes about which version was approved for fabrication.

Practical risks and potential contractual consequences

Schedule Delays: Extended review cycles delay fabrication

Change Orders: Rework may trigger extra cost claims

Payment Holds: Owner may withhold progress payments

Code Noncompliance: Incorrect submissions risk permit rejection

Liability Exposure: Deficient documentation increases claim risk

Contract Disputes: Ambiguous approvals lead to scope disputes

Typical review timelines and submission windows

Contract documents or the project manual usually specify review turnarounds; confirm those times before submitting.

Initial Submission Window:

Submit submittals per schedule in contract closeout or procurement sections.

Architect Review Time:

Common SLA: 7–14 business days for initial review

Resubmission Response:

Allow identical time for revisions unless contract states otherwise

Approval before Fabrication:

Do not fabricate until required approvals are documented

Record Retention:

Keep signed approvals for project closeout and warranty periods

Practical examples of submittal workflows on real projects

Two concise scenarios show how submittals reduce rework and document approvals across trades.

Commercial Fit-Out

A contractor compiles curtain wall shop drawings and product data for architect review.

The architect marks minor dimensional changes.
The submitter revises the shop drawing, documents the approval date on the transmittal, and the fabricator proceeds with corrected details to avoid onsite rework and delay.

Municipal Project

A municipal contractor submits mechanical equipment cut sheets and control diagrams to the engineer.

The authority requires stamped performance data.
The engineer approves after receiving stamped documents; the project manager logs the signed approval to meet procurement audit requirements and avoid payment holds.

Best practices for accurate, efficient submittal preparation

Follow consistent processes and use templates to reduce errors and speed reviewer responses.

Standardize templates

Use a consistent cover sheet and transmittal template across trades so reviewers can locate required information quickly and reduce administrative delays.

Attach clear references

Reference contract drawing numbers, specifications, and detail callouts explicitly so reviewers can verify compliance without extra coordination.

Track version history

Maintain a version log with dates, reviewer comments, and approval stamps to prevent fabrication from obsolete drawings and to preserve dispute evidence.

Use electronic routing

Implement an eSubmission workflow with audit trails and automatic reminders to enforce SLAs and provide traceable evidence of reviewer actions.

eSignature vendor snapshot for executing submittal approvals

Comparison focuses on core pricing and features relevant to high-volume construction submittals; signNow is listed first per vendor conventions.

	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	Varies	Varies	Varies	Varies
Bulk Send	Yes	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

FAQs and troubleshooting for Construction Submittal Drawings

Answers address common legal, procedural, and technical questions about preparing and submitting drawings.

Need help? Contact support

What qualifies as a submittal?
Submittals include shop drawings, product data, samples, and test reports that demonstrate compliance with contract requirements. Compile these with a transmittal that lists each item and requested action to ensure traceability.
Can submittals be signed electronically?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signing process demonstrates intent, consent, attribution, and record retention.
How should review comments be documented?
Record responses using the transmittal and attach a redlined copy or response log. Preserve timestamps, reviewer identity, and approval status to support contractual obligations and resolve disputes.
What if a submittal is rejected?
Revise per reviewer comments, increment the revision number, and resubmit with a clear explanation of changes. Track resubmission dates against contract SLAs to avoid fabrication before approval.
Are notarization or witnesses required?
Not typically for shop drawings themselves; notarization applies to specific affidavits or warranty documents in some jurisdictions. Check contract language and state rules when legal acknowledgements are requested.
How long should I retain approved submittals?
Keep approved submittals for the contract term plus a recommended minimum of three years; follow IRS, HIPAA, or project-specific retention requirements where applicable.

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