Establishing secure connection…Loading editor…Preparing document…

Project Management Submittals

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

PROJECT MANAGEMENT SUBMITTALS

Project Identification

Project Name:    Project ID:

Submittal Transmittal

Submittal No.:    Date:    Revision:

Spec Section:    Drawing No.:    Sheet No.:

Shop Drawings    Product Data    Samples    Mock-ups
Manufacturer Instructions    Test Reports    Certificates    Other:

Requested Action / Review

Requested Action (check one or more):  Return with comments    Approve as submitted    Approve with conditions    For record only    Re-submit as noted

Requested response by:    or Response required within days of receipt.

Deliverables / Acceptance Criteria

Schedule & Cost Impact

Will this submittal affect schedule? Yes No

Reviewer's Action & Comments

Review Action:  Approve    Approve with comments    Revise and resubmit    Reject

Date Reviewed:

Administrative & Legal Provisions

Confidentiality: All submittal materials and related information furnished in connection with this submittal are treated as project information. The receiving party shall maintain confidentiality and shall not disclose proprietary information except to parties with a demonstrable need to know, or as required by law. Materials so designated as proprietary or confidential shall be handled in accordance with project confidentiality procedures.

Acceptance of Submittal: Review and comments by the client or its authorized representative do not relieve the service provider of responsibility for complying with contract documents. Approval of a submittal indicates general conformance with the design concept and compliance with contract requirements only to the extent expressly stated in the reviewer's written comments.

Change Orders: If review of this submittal indicates a potential schedule or cost adjustment, the submitting party shall submit a proposed change order or cost proposal in accordance with the contract change order process prior to proceeding with affected work.

Governing Law: This submittal and any determinations arising from it shall be governed by the laws applicable to the primary contract for the project.

Certification: By signing below, the undersigned certifies that the submittal has been reviewed for coordination with the contract documents, is accurate to the best of the submitter’s knowledge, and that any deviations or substitutions are clearly identified within the submittal materials.

Client:

By:

Date:

Service Provider:

By:

Date:

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What Project Management Submittals Are and how they function

Project Management Submittals are formal records and supporting materials that contractors, vendors, or internal teams deliver to a project manager, design team, or client for review, comment, or approval. Typical submittals include shop drawings, product data, samples, test reports, schedules, Requests for Information (RFIs), and change proposals. They document conformity with contract specifications and provide a dated trail of technical review and disposition decisions. Well-managed submittals support quality control, schedule coordination, and auditability throughout the project lifecycle.

Why consistent submittals reduce risk and delays

Clear, standardized submittals speed approvals, reduce construction or delivery errors, and preserve contractual evidence of compliance. They support timely decisions, limit rework, and create an auditable record for claims, payments, and closeout.

Why consistent submittals reduce risk and delays

Who prepares and reviews submittals on a typical project

Multiple roles prepare, review, and accept submittals; understanding responsibilities avoids bottlenecks.

  • Project managers and construction managers responsible for schedule and compliance, coordinating reviewers and tracking disposition.
  • Contractors and subcontractors preparing technical packages, shop drawings, samples, and certification documents for review.
  • Architects, engineers, and specialty consultants reviewing technical conformance and marking accepted or rejected items.

Assigning clear submitter and reviewer owners plus response deadlines keeps submittal logs current and reduces approval cycle time.

Essential parts of a professional submittal package

A complete submittal package combines administrative data, technical materials, and a clear disposition record so reviewers can act without follow-up requests.

Cover Letter

Summarize scope, contract references, and requested action clearly; reference RFI or change order numbers when applicable and list attached items.

Submittal Log

Maintain an indexed log showing submittal ID, revision, submitter, reviewer, dates, and disposition to track status and response history.

Technical Data

Include drawings, specifications, calculations, and manufacturer data in native PDF or DWG format so reviewers can validate compliance.

Samples & Mockups

Provide labeled samples or photos that match spec requirements and note where physical samples can be inspected.

Revision History

Document version, changes since prior submittals, and reasons for revisions to aid faster review and reduce duplication.

Approval Record

Capture reviewer name, role, signature (digital or handwritten), date, and any conditions of approval for contractual clarity.

Required administrative fields to include on every submittal

Project Name: Official project title
Contract Number: Owner/contract ID
Submitter: Company and contact
Reviewer: Assigned reviewer name
Revision Number: Version or revision
Submission Date: MM/DD/YYYY

Step-by-step: preparing and sending a submittal

Follow a consistent sequence from package assembly to archive to minimize corrections and speed approval.

  • 01
    Assemble Package: Gather drawings, specs, samples, and a cover sheet.
  • 02
    Complete Header: Populate project, contract, and submitter fields.
  • 03
    Upload Attachments: Attach PDFs/DWGs and verify filenames.
  • 04
    Submit and Track: Send to assigned reviewer and log the submission.

Recommended digital workflow settings for submittal processing

Configure the digital workflow to enforce routing, authentication, and file standards so submissions follow the same path every time.

Field Configuration
Authentication Email + SMS two-factor
Routing Order Sequential: Submitter → PM → Architect/Engineer
File Types PDF, DOCX, DWG accepted
Retention Policy Auto-archive to project folder

Where to send submittals and how routing typically works

Submittals should follow the contract’s routing matrix; digital systems automate distribution and create an audit trail.

  • Submitter Sends: Originator uploads package to the project system.
  • Primary Review: Project manager or coordinator performs initial check.
  • Technical Review: Discipline lead or design professional reviews details.
  • Final Disposition: Approval, conditional approval, or rejection recorded.

Technical requirements and common integrations for eSubmittals

Choose platforms that support common file types, secure authentication, and integrations with project systems.

  • File formats: PDF, DOCX, DWG, XLSX
  • Authentication: Email, SMS, SSO, or KBA
  • Integrations: Salesforce, NetSuite, Procore, Google Workspace

Integrations with project management and cloud storage reduce manual transfer, preserve metadata, and ensure the audit trail travels with the submittal.

Typical timelines and response expectations for submittal review

Set clear response windows in the contract or project procedures to avoid schedule impacts and disputes.

Initial Submission:

Submit as early as possible; some contracts require 14–30 days lead time.

Reviewer Response Window:

Commonly 7–14 business days for technical review.

Resubmission Cycle:

Allow 7–14 days per revision round unless expedited.

Final Approval:

Record final disposition date and any conditions.

Closeout Archiving:

Archive approved submittals for project closeout and audit.

Frequent mistakes that delay submittal approval

  • Incomplete packages missing referenced drawings or specifications force reviewers to return items for completion, adding days to the cycle.
  • Incorrect or inconsistent file naming and missing revision numbers inhibit version control and can lead to working from wrong drawings.
  • Submitting nonstandard file types or low-resolution samples causes reviewers to reject items until proper files are provided.
  • Lack of a tracked submittal log or unclear reviewer assignment causes duplicate reviews and missed deadlines.

Consequences of inadequate or late submittals

Contract Delays: Missed approvals push project schedule
Rework Costs: Incorrect items require costly remediation
Payment Withholding: Owner may withhold payment for noncompliance
Schedule Impact: Critical-path trades face downtime
Regulatory Noncompliance: Permits or inspections delayed
Dispute Risk: Claims or change-order disputes escalate

Pricing and feature snapshot for eSignature providers

Compare baseline pricing and common capabilities for high-volume submittal workflows; signNow is listed first per vendor-comparison convention.

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 vendor Varies Varies Varies
Bulk Send Yes (Premium tier) Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Common questions and concise answers about submittals

Answers to frequent questions about electronic submittals, signatures, and retention to help avoid delays and compliance issues.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.