What counts as a complete submittal?

A complete submittal includes the cover summary, all referenced technical attachments, clear revision metadata, and a populated approval block. Missing attachments or mismatched project IDs are the most frequent causes of rejection.

Can I accept electronic signatures?

Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.

When is notarization required?

Notarization is required only where contract terms or state law mandate it. Requirements vary by state—for example, Florida often requires witnesses for certain instruments while other states do not—so confirm with the project legal team.

How should I handle revisions?

Increment the revision number on each resubmission, include a revision log, and attach a redline or change summary. Maintain all prior versions in the archive to preserve an audit trail.

What authentication is recommended for reviewers?

Use at minimum email verification; for higher-assurance approvals consider SMS codes, two-factor authentication, or KBA depending on project risk and regulatory requirements.

How long must submittals be retained?

Retain according to the longest applicable rule: contract term plus 3–7 years generally; HIPAA-related records require 6 years (45 CFR §164.530(j)); IRS-related records follow IRC §6501(a).

Electronic Signature
Templates
Project Management
Project Management Block Submittal

Project Management Block Submittal

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

PROJECT MANAGEMENT BLOCK SUBMITTAL

Project Identification

Project Name:

Project ID: Client Name:

Project Manager Primary Contact Address

Scope of Work

This Block Submittal describes the scope of work to be performed for the referenced project block. The Service Provider shall perform the work described below in accordance with the contract documents, applicable codes, and accepted industry standards. The Service Provider represents that it possesses the necessary expertise, personnel, and resources to perform the work.

Detailed Scope of Work Out-of-Scope Items

Deliverables & Acceptance Criteria

The deliverables listed below constitute the minimum items required for acceptance of this block. Unless otherwise agreed in writing, the Client shall review submitted deliverables within the stated acceptance period and either accept them or provide written nonconformance notices identifying deficiencies.

Deliverable 1 Title Deliverable 1 Description Acceptance Criteria Deliverable 2 Title Deliverable 2 Description Acceptance Criteria

Timeline & Milestones

Project Block Start Date: Project Block End Date:

Milestone 1

Due Date:

Milestone 2

Due Date:

Budget & Payment

Total Block Price:

Payment Schedule

Invoicing Frequency: Payment Terms:

Change Order Process

Administrative & Legal Provisions

Acceptance Procedure: Upon delivery of each deliverable the Client shall have a review period of to identify nonconformances. If no nonconformance is timely provided, the deliverable will be deemed accepted.

Warranty: The Service Provider warrants that the deliverables shall materially conform to the acceptance criteria for a period of from the date of acceptance. Remedies are limited to correction or re-performance of the nonconforming portion.

Indemnification: The Service Provider shall indemnify, defend and hold the Client harmless against claims, liabilities and expenses arising from Service Provider's negligent performance, willful misconduct, or breach of this Submittal.

Confidentiality Governing Law

This Block Submittal and any dispute arising out of it shall be governed by the laws of the State of without regard to its conflict of law rules.

Termination

Attachments & Certifications

The following attachments are included with this submittal (check all that apply):

Drawings / Plans

Schedules / Milestone Chart

Specifications / Technical Data

Certification: By signing below, the signer certifies that the information contained in this Block Submittal is true and accurate to the best of their knowledge and that they are authorized to bind the signing party to the terms herein.

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

What the Project Management Block Submittal Is and When It’s Used

A Project Management Block Submittal is a structured document used to present a discrete work element, deliverable, or approval request within a larger project management workflow. Typically prepared by a contractor, subcontractor, or project manager, the submittal consolidates technical data, schedule impacts, drawings, material samples, and compliance statements that reviewers need to approve or reject. The document establishes traceable records for design intent, procurement, and installation decisions and supports downstream activities such as permitting, procurement, and quality assurance.

Why a Proper Project Management Block Submittal Matters

A complete, well-organized submittal reduces review cycles, clarifies scope, and documents decisions that protect project stakeholders. Proper submittals create an auditable record, help avoid rework, and speed approvals when reviewers have consistent, easy-to-verify information.

Who Prepares and Who Reviews These Submittals

Typical preparers and reviewers span functional roles across project teams.

Contractors and Project Managers responsible for scope delivery and coordination across trades.
Design Engineers and Architects who verify technical compliance with drawings and specifications.
Owner Representatives and Quality Assurance staff who confirm acceptability for acceptance and installation.

Each role should confirm the signatory authority, review timeline, and any conditional acceptance terms before routing the submittal for final approval.

Core Components Every Professional Submittal Should Include

A consistent structure speeds review and reduces questions. Include the following key components to make the submittal reviewable and auditable.

Cover Summary

One-page summary stating the block name, project ID, revision number, purpose, and concise request (approve, comment, resubmit).

Scope Description

Clear description of the work item or deliverable, including reference drawings, specification sections, and any deviations from contract requirements.

Technical Data

Manufacturer data sheets, cut sheets, calculations, test reports, and material safety data where applicable to support acceptance.

Drawings & Markups

Relevant drawings with revision callouts and markups showing intended installation locations and interfaces with existing systems.

Schedule Impact

Estimated lead times, installation windows, and any critical-path effects or mitigation proposals linked to the submittal.

Approval Block

Designated signature, role, date fields, and conditional remarks area for documented approvals, rejections, or corrective actions.

Essential Fields to Include on the Submittal Form

Project ID: Unique identifier for tracking

Submittal Title: Clear, concise name of the block

Revision Number: Numeric or alpha revision

Preparer Name: Full legal name and role

Requested Action: Approve | Accept with comment | Resubmit

Attachment List: Files included with the submittal

Step-by-Step: Preparing and Submitting the Block

Follow these steps to assemble, review, and distribute a compliant Project Management Block Submittal.

01

Gather Documents: Collect drawings, specs, data sheets, and test reports
02

Complete Form: Fill all required fields and attach files
03

Internal Review: Perform QA check and obtain preparer sign-off
04

Route for Approval: Send to reviewers with clear due dates

Configuring an Online Submittal Workflow

Set up digital routing to preserve history and automate reviewer reminders.

Field	Configuration
Submission Form	PDF or DOCX with fillable fields
Routing Order	Sequential or parallel reviewer sequence
Authentication	Email, SMS code, or KBA where required
Notifications	Automated reminders and escalation rules

Digital Signing and eSubmission Considerations

Choose tools that preserve audit trails, support required authentication, and store attachments securely.

File Formats: PDF, DOCX, XLSX supported
Integrations: Salesforce, NetSuite, Procore, Google Workspace
Security: TLS 1.2/1.3 in transit; AES-256 at rest

Ensure the e-signature provider supports ESIGN/UETA, offers verifiable audit logs, and can retain records per applicable retention rules.

Where to Send and How Submittals Are Routed

Typical routing paths depend on project structure; designate primary recipients and fallback reviewers to prevent bottlenecks.

Primary Reviewer: Design lead or discipline engineer
Secondary Reviewer: QA/QC or construction manager
Owner Representative: Final acceptance or conditional approval
Document Archive: Project document control or cloud repository

Typical Timelines and Expected Review Turnaround

Set explicit review windows and track them. Establishing deadlines reduces ambiguity and supports scheduling and procurement.

Initial Reviewer Deadline:

7–14 calendar days from receipt

Resubmission Window:

3–7 days after corrective action

Expedited Review:

2–3 business days when critical

Final Acceptance:

Recorded on acceptance date with signature

Archival Trigger:

Archive after acceptance and QA closeout

Key Milestones from Submission to Archival

Track milestones in sequence to align approvals with procurement and installation dates.

01

Submit Block

Preparer uploads completed submittal and supporting files

02

Reviewer Check

Assigned reviewer validates technical data and compliance

03

Decision Issued

Reviewer marks approve, comment, or reject with instructions

04

Archive Record

Accepted submittals move to long-term storage with audit trail

Common Mistakes That Slow or Invalidate a Submittal

Missing or inconsistent project identifiers that prevent linkage to procurement and drawings
Incomplete attachment lists or omitted technical data required for acceptance
Incorrect or unsigned approval blocks that leave authorization ambiguous
Unclear revision history causing reviewers to act on superseded information

Risks and Consequences of Inadequate Submittals

Schedule Delay: Late approvals can extend critical-path activities

Rework Costs: Incorrect materials or installations may require removal

Contractual Claims: Ambiguity in approvals can lead to disputes or change orders

Regulatory Noncompliance: Missing safety data may breach permits or codes

Financial Exposure: Claims for liquidated damages or corrective work

Record Gaps: Insufficient documentation complicates warranty and closeout

eSignature Vendor Pricing and Feature Comparison for Submittals

Compare common pricing and feature criteria to select an eSignature provider that supports submittal workflows. Pricing shown is plan-level starting rates with annual billing where noted.

	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 (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA)	Yes (BAA)	Yes (BAA)	No	No

Frequently Asked Questions About Project Management Block Submittals

Answers to common issues encountered when preparing, routing, and storing submittals.

Need help? Contact support

What counts as a complete submittal?
A complete submittal includes the cover summary, all referenced technical attachments, clear revision metadata, and a populated approval block. Missing attachments or mismatched project IDs are the most frequent causes of rejection.
Can I accept electronic signatures?
Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.
When is notarization required?
Notarization is required only where contract terms or state law mandate it. Requirements vary by state—for example, Florida often requires witnesses for certain instruments while other states do not—so confirm with the project legal team.
How should I handle revisions?
Increment the revision number on each resubmission, include a revision log, and attach a redline or change summary. Maintain all prior versions in the archive to preserve an audit trail.
What authentication is recommended for reviewers?
Use at minimum email verification; for higher-assurance approvals consider SMS codes, two-factor authentication, or KBA depending on project risk and regulatory requirements.
How long must submittals be retained?
Retain according to the longest applicable rule: contract term plus 3–7 years generally; HIPAA-related records require 6 years (45 CFR §164.530(j)); IRS-related records follow IRC §6501(a).

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