What if a submittal is incomplete?

If essential items are missing, reviewers typically return the submittal as incomplete. This stops approval until all required documents are provided, which may delay procurement and installation.

Can I submit multiple items in one package?

Yes. Combining related items in one submittal can reduce administrative overhead, but ensure each item is clearly identified and indexed for reviewer convenience.

Are digital signatures legally valid?

Yes. Electronic signatures are legally enforceable under the federal 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 typically required for affidavits, warranty assignments, or certain bonding documents. Check contract clauses and state rules before requesting notarization.

How should I name files?

Use a consistent naming convention: Project_PO_SubmittalNumber_Manufacturer_DocumentType_Version.pdf to make locating and tracking easier.

How long must approved submittals be retained?

Keep approved submittals through the warranty period plus the applicable record retention requirement; see retention_timeline for federal and industry minima.

Electronic Signature
Templates
Miscellaneous
Project Materials Submittals

Project Materials Submittals

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

PROJECT MATERIALS SUBMITTALS

Parties and Project Identification

Client Name:

Contractor Name:

Project Name: Project Number:

Project Location:

Recitals

WHEREAS, the Client has entered into a prime contract for the construction of the project identified above and requires submission and review of proposed materials, products, and samples prior to incorporation into the Work; and

WHEREAS, the Contractor is responsible for furnishing submittals demonstrating compliance with the contract documents and obtaining the Client's or the Client's representative's review and acceptance in accordance with the contract schedule; and

NOW, THEREFORE, the parties agree that the procedures, representations, and obligations set forth in this Project Materials Submittals agreement shall govern the preparation, submission, review, acceptance, and tracking of materials submittals for the Project.

Submittal Instructions and Certification

The Contractor certifies that each submittal furnished hereunder has been reviewed, checked for compliance with the contract documents, and coordinated with other portions of the Work. Submittals shall include complete product data, shop drawings, samples, test reports, and other information required for review. Submittals that do not include required information may be returned without review.

Submittal Log — Entries

Submittal Entry 1

Submittal No.: Date Submitted:

Supplier / Fabricator Manufacturer Material / Product Description

Spec Reference: Drawing Reference:

Sample / Attachment Included: Expected Delivery:

Review Status (select applicable)

Approved Approved as Noted Revise and Resubmit Rejected

Reviewer Comments

Submittal Entry 2

Submittal No.: Date Submitted:

Supplier / Fabricator Manufacturer Material / Product Description

Spec Reference: Drawing Reference:

Sample / Attachment Included: Expected Delivery:

Review Status (select applicable)

Approved Approved as Noted Revise and Resubmit Rejected

Reviewer Comments

Submittal Entry 3

Submittal No.: Date Submitted:

Supplier / Fabricator Manufacturer Material / Product Description

Spec Reference: Drawing Reference:

Sample / Attachment Included: Expected Delivery:

Review Status (select applicable)

Approved Approved as Noted Revise and Resubmit Rejected

Reviewer Comments

Scope of Work

The Contractor shall prepare, submit, and track all materials submittals identified herein and such additional submittals as required by the contract documents. Submittals shall be complete, coordinated with shop drawings and other submittals, and in sufficient detail to permit timely review.

Detailed Scope (submitter must describe the scope of this submittal responsibility)

Payment Terms

The Contractor's obligations to prepare and process submittals are included in the Contract Price unless otherwise stated. Where submission-specific fees or testing charges apply, they shall be invoiced as set forth below.

Amount for Submittal Services Payment Schedule / Milestones

Late payments shall accrue interest at the rate of per month on the unpaid balance until paid in full.

Term and Termination

This Submittals Agreement commences on and terminates on , subject to earlier termination as provided below.

Either party may terminate this Submittals Agreement for convenience upon providing written notice at least days prior to the intended termination date. Termination for cause may occur upon material breach if such breach is not cured within 15 days of written notice.

Confidentiality

All non-public information exchanged as part of these submittals, including proprietary product data, samples, and shop drawings, shall be treated as Confidential Information of the disclosing party. The receiving party shall not disclose Confidential Information to third parties except to its consultants or subcontractors on a need-to-know basis who are bound by confidentiality obligations no less protective than those set forth herein.

Acknowledgment of confidentiality obligations:

Governing Law and Dispute Resolution

This Submittals Agreement shall be governed by the laws of the State of without regard to its conflict of law principles. Disputes arising out of this Submittals Agreement shall be resolved as provided in the Prime Contract; if the Prime Contract is silent, disputes shall be submitted to mediation prior to any litigation.

Entire Agreement

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

The parties represent that the persons signing below are authorized to execute this Submittals Agreement and to bind the respective party.

Contractor:

By:

Date:

Client:

By:

Date:

What a Project Materials Submittal Is and When It’s Used

A Project Materials Submittal is a formal document package contractors and suppliers provide to an architect, engineer, or owner to demonstrate that a proposed product or material meets contract specifications. It typically includes product data sheets, technical drawings, samples, test reports, delivery schedules, and manufacturer warranties. Submittals establish that the item to be installed matches quality, performance, and code requirements before procurement or installation proceeds, and they form part of the project record for approvals, change management, and future inspections.

Why Clear Materials Submittals Matter

Accurate submittals reduce rework, avoid schedule delays, and create an auditable approval trail for project decisions and compliance reviews.

Who Prepares and Reviews Materials Submittals

Clear roles help streamline approvals and reduce the chance of nonconforming materials entering the project.

Contractors and subcontractors responsible for supply procurement and installation reviews and compiles required documentation.
Architects and engineers review technical compliance and approve or request revisions to align with drawings and specs.
Owners and construction managers verify approvals, acceptances, and any deviations that affect cost, schedule, or warranty.

Step-by-Step: Preparing and Submitting Materials

Follow a consistent sequence to prepare a complete submittal package and to track approvals efficiently.

01

Assemble Documentation: Collect product data, shop drawings, certifications, and test reports in one PDF package.
02

Match Specs: Confirm each item references the exact contract specification and drawing numbers.
03

Complete Submittal Form: Fill required fields (project name, PO, manufacturer, spec section, date, contact).
04

Transmit and Track: Send to the designated reviewer and track status using a versioned log or submittal register.

Typical Review Workflow for a Materials Submittal

Most projects use an ordered review workflow where submission, review, and return actions are recorded at each step.

Prepare: Preparer uploads package and completes metadata fields before sending to reviewer.
Review: Architect/engineer checks compliance and adds comments, corrections, or approvals.
Respond: Contractor addresses comments and resubmits revised documentation.
Record: Approved items are recorded in the submittal register and retained with project records.

Digital Workflow Settings to Configure

Design workflow rules to match contract review responsibilities and response time requirements.

Field	Configuration
Review Order	Sequential or parallel reviewer routing based on discipline.
Response SLA	Set reviewer response window (e.g., 7 business days).
Attachment Limit	Define max file size and accepted file types (PDF preferred).
Versioning	Enable automatic version numbers and change history logging.

Sharing Options and Technical Considerations

Ensure chosen tools support PDF/A or flattened PDFs and preserve metadata to avoid review friction.

Email Attachments: Suitable for small packages but offers limited version control and auditing.
Project Collaboration Platforms: Use Procore, Box, or Egnyte for centralized file storage and access controls.
eSignature and eSubmittal Tools: Provide secure signing, timestamps, and signer attribution for approvals.

Core Elements to Include in a Professional Submittal

A complete submittal communicates compliance, traceability, and installation intent; include the items below to meet reviewer expectations.

Cover Sheet

One-page summary listing project, contract/PO number, spec reference, submittal number, and clear action requested.

Product Data

Manufacturer literature, specifications, dimensions, and installation instructions demonstrating conformity to contract requirements.

Shop Drawings

Scaled drawings showing interfaces, field dimensions, and connection details for reviewer verification.

Samples / Mock-ups

Physical or photographic samples and mock-up results when aesthetic or finish approval is required.

Certificates and Test Reports

Third-party test results, fire ratings, or certifications required by the specifications or code.

Substitution Requests

Formal substitution form and justification when proposing alternate products; include performance comparisons.

Security and Record Elements to Capture

Audit Trail: Record timestamps and user actions for each review step.

Access Controls: Limit edit and download permissions to authorized roles.

File Integrity: Use tamper-evident PDF or checksum verification.

Encryption: Encrypt files in transit and at rest to protect project data.

Retention Tagging: Apply metadata for retention and disposal policies.

Signer Authentication: Use multi-factor or identity verification for approvals when required.

Common Preparation Issues to Avoid

Incomplete documentation that omits critical dimensions or ratings, causing review delays.
Mismatched specification references that list different section numbers than the contract documents.
Poor file naming and lack of version control makes it difficult to locate the current submittal.
Using raster images of shop drawings that cannot be read clearly or measured.

Risks and Contractual Consequences of Faulty Submittals

Schedule Delays: Submittal rejection can stall procurement and installation, increasing schedule risk.

Change Orders: Incorrect materials may trigger costly change orders and rework.

Nonconforming Work: Installation of unapproved items can lead to removal at contractor expense.

Payment Withholding: Owners may withhold payment for work that used unapproved materials.

Warranty Issues: Using nonconforming materials can void manufacturer or contract warranties.

Safety/Code Violations: Noncompliant products may fail inspections, risking fines or stop-work orders.

Timing Expectations and Response Deadlines

Contract documents typically prescribe specific review response times; confirm the project's submittal schedule and response SLAs.

Initial Submission Window:

Submit per the submittal register or prior to procurement milestone to avoid schedule impact.

Reviewer Response SLA:

Commonly 5–15 business days depending on discipline and project scale.

Resubmission Deadlines:

Resubmit corrected documentation promptly; track versions to preserve auditability.

Procurement Lead Time:

Allow manufacturer lead times after final approval to meet installation schedule.

Record Retention Trigger:

Approved submittals become part of the project closeout record and retention policies apply.

Key Milestones in the Submittal Lifecycle

Track these numbered stages to ensure submittals progress without blocking field work or procurement.

01

Prepare Package

Compile all documents and assign a unique submittal number for tracking.

02

Submit to Reviewer

Transmit package via the agreed channel and log transmission date.

03

Review and Comment

Reviewer evaluates compliance, adds comments, and issues return code.

04

Resolve and Resubmit

Address comments, update documentation, and resubmit with version history.

Select eSignature Vendor Comparison for Submittal Workflows

Basic commercial pricing and feature highlights for common eSignature providers. signNow is listed first per platform comparison 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, no credit card required	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Yes
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

Electronic Signature vs Digital Signature: What Projects Require

Different projects and regulations may require a simple electronic signature or a cryptographic digital signature; choose based on legal and regulatory needs.

Criteria	Electronic Signature	Digital Signature
Definition	broad category under esign/ueta	pki-based cryptographic signature
Usability	easy and fast	higher assurance, more complex
Non-repudiation	audit trail evidence	certificate-based non-repudiation
When required	most commercial approvals	regulated records (e.g., fda 21 cfr part 11) where specified

Industry Examples of Materials Submittals in Practice

Real-world examples illustrate how submittals differ by scope and industry requirements.

Case Study 1

A general contractor submitted stamped shop drawings and material certifications for curtainwall panels to the architect for approval.

The reviewer requested two minor details be clarified.
After resubmission the panels were approved, factory fabrication proceeded on schedule, and the project avoided a one-month installation delay.

Case Study 2

A hospital procurement team submitted medical device specifications including sterilization instructions and FDA listings.

The engineering reviewer required an additional electrical schematic.
Once provided, the device supplier obtained final acceptance and warranty activation for hospital use.

Frequently Asked Questions About Project Materials Submittals

Answers to common preparation and submission questions to reduce review cycles and keep projects on schedule.

Need help? Contact support

What if a submittal is incomplete?
If essential items are missing, reviewers typically return the submittal as incomplete. This stops approval until all required documents are provided, which may delay procurement and installation.
Can I submit multiple items in one package?
Yes. Combining related items in one submittal can reduce administrative overhead, but ensure each item is clearly identified and indexed for reviewer convenience.
Are digital signatures legally valid?
Yes. Electronic signatures are legally enforceable under the federal 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 typically required for affidavits, warranty assignments, or certain bonding documents. Check contract clauses and state rules before requesting notarization.
How should I name files?
Use a consistent naming convention: Project_PO_SubmittalNumber_Manufacturer_DocumentType_Version.pdf to make locating and tracking easier.
How long must approved submittals be retained?
Keep approved submittals through the warranty period plus the applicable record retention requirement; see retention_timeline for federal and industry minima.

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