What if a reviewer misses the deadline?

Document the missed review in the project record and follow the contract’s escalation process. If the contract specifies liquidated damages or delays, notify the owner and maintain evidence of timely submittal.

Can a submittal be e-signed?

Yes. Electronic signatures that meet ESIGN (15 U.S.C. ch. 96) and applicable state UETA rules are generally valid, provided intent, consent, attribution, and retention requirements are met.

Are notarizations required for submittals?

Most submittals do not require notarization. If a submittal contains legally significant affidavits or powers, follow state notary or RON rules and retain the notarial record.

How should version control be handled?

Include revision numbers and dates on each submittal page, maintain a master archive, and record reviewer comments to prevent field teams from using superseded documents.

What records must be retained for audits?

Keep final approved submittals, reviewer comments, and the audit trail. Industry rules (IRS, HIPAA, SEC) dictate minimum retention; preserve per retention schedule.

Who can sign on behalf of a company?

An authorized representative with delegated signing authority may sign. Confirm authority via corporate delegation, POA, or contract language before accepting signatures.

Electronic Signature
Templates
Project Management
Project Management Submittal

Project Management Submittal

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

PROJECT MANAGEMENT SUBMITTAL

Project Identification

Project Title:

Project ID: Submittal No.:

Client Client Contact Project Manager (Service Provider)

Date Submitted: Submitted By:

Scope of Work

The Service Provider hereby submits the following scope of work for the Client's review. The statements below describe in detail the services, tasks and responsibilities proposed for the identified project. Acceptance of this submittal constitutes authorization to proceed according to the agreed schedule and payment terms, subject to the change order process set forth herein.

Scope of Work (Detailed Description) Out-of-Scope Items

Deliverables and Acceptance Criteria

Each deliverable listed below shall include acceptance criteria. The Client shall provide written acceptance or rejection within the stated review period. Rejection must include specific deficiencies to be corrected by the Service Provider.

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria

Due Date:

Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Due Date:

Timeline and Milestones

Project Start Date: Project End Date:

Milestones

Budget and Payment

Total Contract Value: $

Payment Schedule Change Order Process

Change Order Approval Threshold: $ Authorized Approver Title:

Confidentiality

All information disclosed in this submittal that is designated as confidential shall be treated as Confidential Information. Each party agrees not to disclose Confidential Information to third parties except as required by law or as necessary to perform the obligations under this submittal. Confidential Information shall remain the property of the disclosing party and shall be returned or destroyed upon written request.

I acknowledge and accept the confidentiality obligations set forth above.

Acceptance and Review

The Client will review submitted deliverables within the agreed review period. Unless otherwise specified, the standard review period is ten (10) business days from receipt. Written acceptance shall be required for each deliverable. If the Client rejects a deliverable, the rejection notice must identify deficiencies with reasonable specificity and the Service Provider shall remedy such deficiencies without undue delay.

Liability and Indemnity

Each party's liability arising out of or related to this submittal shall be limited to direct damages and shall not include incidental, consequential, special, or punitive damages, except in cases of gross negligence or willful misconduct. The Service Provider shall indemnify and hold harmless the Client from claims arising out of the Service Provider's negligence in performing the services described herein, subject to applicable law and contractual limitations.

Governing Law

This submittal and any disputes arising out of or relating to it shall be governed by the laws of: , without regard to conflict of law principles.

Certification

By signing below, each party represents and warrants that it has the authority to execute this Project Management Submittal, that the information contained herein is accurate to the best of its knowledge, and that it agrees to proceed in accordance with the scope, schedule, budget and terms set forth in this document. Acceptance of this submittal may be evidenced by signature or by written authorization referencing the submittal number.

Client — Printed Name:

By:

Date:

Service Provider — Printed Name:

By:

Date:

What a Project Management Submittal Is and when it’s used

A Project Management Submittal is a formal package of documents, drawings, schedules, and approvals submitted by a contractor, consultant, or vendor to a project owner or construction manager for review and acceptance. It typically records proposed materials, shop drawings, product data, test reports, and coordination information required before procurement or installation. Submittals create a documented paper trail of approvals, comments, and revisions and help align technical, schedule, and compliance expectations across stakeholders during design, procurement, and construction phases.

Why a structured submittal matters for project control

A clear submittal reduces rework, documents compliance with specifications, and establishes review timelines and responsibility. Well-prepared submittals protect contractual rights and speed decision-making between contractors, designers, and owners.

Typical participants who prepare or review submittals

Roles and responsibilities should be assigned before submittal distribution to avoid review delays and scope disputes.

Contractors and subcontractors preparing technical data, manufacturer literature, and product samples for approval.
Design consultants reviewing conformity with drawings, performance criteria, and coordination requirements.
Owner’s representatives or project managers approving or returning submittals with comments and required corrections.

Step-by-step: completing a Project Management Submittal

Follow a consistent sequence to prepare, route, and archive submittals so reviewers can act within agreed timescales.

01

Gather Materials: Collect drawings, product data, and certifications for each submittal package.
02

Complete Cover Sheet: Enter project, contractor, submittal number, and affected spec sections.
03

Attach Supporting Files: Include PDFs, datasheets, and schedule references named for easy lookup.
04

Route for Review: Send to design and owner reviewers with a clear due date for comments.

Typical routing workflow for a submittal package

A reliable routing pattern clarifies who reviews, approves, or returns each item and captures the decision history for contract compliance.

Submit to PM: Contractor submits the package to project manager for initial completeness check.
Design Review: Engineer reviews technical conformity, notes required changes, or approves.
Owner Approval: Owner or owner's rep confirms acceptance or issues comments.
Archive and Distribute: Final signed submittal is archived and issued to field and procurement teams.

Configuring an online submittal workflow

Map field-level settings to roles and routing steps before sending to prevent misroutes and enforce SLAs.

Field	Configuration
Reviewer Role	Assign design, owner, and contractor reviewers
Authentication	Email link or SMS code for signer verification
Due Date Policy	Auto-escalate after X business days
Archive Location	Cloud folder with versioning and audit logs

Technical options for digital submittal delivery

Align integration choices to your document storage, PMIS, and compliance requirements to reduce manual rework.

Integrations: Common integrations: Salesforce, NetSuite, Procore, Microsoft 365, Google Workspace
File formats: Support for PDF, DOCX, XLSX, and embedded images
Authentication: Email, SMS code, or advanced signer authentication

Representative eSignature vendor pricing and feature snapshot

Compare starting price and core capabilities for common eSignature providers; signNow is listed first per platform comparison practice.

	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 by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Security and compliance measures relevant to submittals

In-transit Encryption: TLS 1.2/1.3

At-rest Encryption: AES-256

Audit Trail: Timestamps, IP, action log

HIPAA Support: BAA available

Regulatory Standards: ESIGN, UETA, 21 CFR Part 11

Certifications: SOC 2 Type II, ISO 27001

Key legal and commercial risks from incorrect submittals

Work Delays: Schedule impacts and change orders

Cost Overruns: Rework and expedited procurement costs

Contract Claims: Disputes over acceptance and responsibility

Regulatory Fines: Industry-specific penalties may apply

Data Breach Risk: Improper sharing of protected information

Invalid Approval: Noncompliant signatures may be contested

Common mistakes that slow or invalidate submittals

Incomplete attachments: sending cover sheets without required datasheets or test reports creates immediate rejections and delays review cycles.
Mismatched specification references: citing the wrong CSI section or drawing revision causes reviewer confusion and may require resubmission.
Incorrect document naming: inconsistent file names prevent automated workflows from routing and tracking effectively, increasing manual effort.
No reviewer assignment: submitting without designated reviewers or due dates leads to missed SLAs and stakeholder disputes over responsibility.

Real examples of submittal workflows in practice

These short case examples show how different organizations use online submittals to speed approvals and maintain records.

Martin Properties — Onboarding

Local property manager digitized submittals for vendor installations to reduce paperwork.

Implemented mobile signing for field crews to approve materials.
The team reported they could complete and archive approvals online with full compliance, enabling faster handoffs between procurement and field operations and eliminating in-person signature bottlenecks for routine equipment installs.

Xerox — Systems Integration

NetSuite integrations automated submittal status tracking across departments.

API connected submittal status to procurement workflows.
As a result, the operations team placed orders with correct configuration data faster, reduced mismatches between purchase orders and approved submittals, and improved internal auditability for project closeout.

Typical submittal deadlines and review time expectations

Define deadlines on each submittal to enforce reviewer SLAs and keep the project schedule on track.

Initial Submission Deadline:

Specify date to submit submittals before procurement or installation

Reviewer Response Time:

Commonly set between 5–15 business days depending on contract

Resubmission Window:

Allow defined days for contractor revisions after comments

Final Acceptance:

Set approval date tied to procurement and installation milestones

Closeout Archive:

Archive final approved submittals at project closeout

Frequently asked questions about Project Management Submittals

Answers to common procedural and legal questions encountered when preparing or routing submittals.

Need help? Contact support

What if a reviewer misses the deadline?
Document the missed review in the project record and follow the contract’s escalation process. If the contract specifies liquidated damages or delays, notify the owner and maintain evidence of timely submittal.
Can a submittal be e-signed?
Yes. Electronic signatures that meet ESIGN (15 U.S.C. ch. 96) and applicable state UETA rules are generally valid, provided intent, consent, attribution, and retention requirements are met.
Are notarizations required for submittals?
Most submittals do not require notarization. If a submittal contains legally significant affidavits or powers, follow state notary or RON rules and retain the notarial record.
How should version control be handled?
Include revision numbers and dates on each submittal page, maintain a master archive, and record reviewer comments to prevent field teams from using superseded documents.
What records must be retained for audits?
Keep final approved submittals, reviewer comments, and the audit trail. Industry rules (IRS, HIPAA, SEC) dictate minimum retention; preserve per retention schedule.
Who can sign on behalf of a company?
An authorized representative with delegated signing authority may sign. Confirm authority via corporate delegation, POA, or contract language before accepting signatures.

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