Can a submittal be signed electronically?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. §7001) and state UETA frameworks where adopted. Ensure the signature method demonstrates intent, consent, attribution, and record retention to meet the legal validity test.

Do reviewers accept unsigned PDFs?

Unsigned PDFs may be rejected. Many reviewers require an auditable signature or reviewer stamp. Use a platform that records signer identity, timestamp, and an audit trail to establish approval evidence.

What if I discover an error after submission?

Prepare a corrected resubmittal with a new revision label and a cover note describing changes. Track both versions and retain the original plus the corrected package for audit and dispute resolution.

Are notarization or witnesses required?

Most technical submittals do not require notarization, but contract or permit forms sometimes do. Notarization and witness rules vary by state and document type—confirm requirements with the contract or permitting authority before submission.

Which file formats are best for eReview?

PDF/A is preferred for fixed records and long-term archiving; editable DOCX may be acceptable for schedules. Optimize file size and include searchable text where possible for efficient reviewer access.

How do electronic signatures affect retention?

Maintain a reproducible record that includes the signed document, certificate of completion, and audit trail. This supports the ESIGN/UETA retention requirement and preserves evidence in case of disputes or regulatory review.

Electronic Signature
Templates
Miscellaneous
Project Submittal Package

Project Submittal Package

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

PROJECT SUBMITTAL PACKAGE

Recitals

This Project Submittal Package (the package) is submitted as of by and between Client Name: and Contractor Name: .

WHEREAS, Client requires the performance of the project described herein and has invited Contractor to submit a package containing proposed scope, schedule, deliverables, and payment terms; and

WHEREAS, Contractor possesses the expertise, personnel, and resources necessary to perform the work in accordance with the terms of this package and any subsequent agreement executed by the parties.

Project Identification and Contacts

Project Title Primary Client Contact Client Address Primary Contractor Contact Contractor Address

Scope of Work

The Contractor shall furnish all labor, materials, equipment, supervision, and services necessary to complete the work described below in accordance with the representations and schedules provided in this package.

Detailed Scope of Work Key Deliverables and Acceptance Criteria

Payment Terms

Total Contract Amount: $

Payment Schedule

Deposit Amount

Payment Due (days after invoice)

Late Fee

All payments shall be made in lawful currency. Invoices not paid within the period set forth above shall accrue the late fee described in this package and Contractor may suspend performance after providing the notice required under Term and Termination.

Term and Termination

Term Start Date: Term End Date:

Notice Period for Termination (days)

Either party may terminate this package for cause upon material breach by the other party that remains uncured after the notice period specified above. Upon termination, Client shall pay Contractor for work performed and reasonable demobilization costs accrued to the date of termination.

Confidentiality

Each party agrees that Confidential Information disclosed in connection with this package will be maintained in confidence and will not be used or disclosed except to perform obligations hereunder or as required by law. Confidential Information includes technical data, designs, pricing, commercial terms, and non-public business information marked or reasonably understood to be confidential. This obligation shall survive termination of this package for a period of three years.

Exceptions to Confidentiality (if any)

Regulatory Compliance and Insurance

Contractor represents that it will comply with all applicable laws, codes, and regulations in the performance of the work and shall maintain at all times during the term insurance customary to the industry, including general liability and workers' compensation where required. Contractor shall provide certificates of insurance upon Client request prior to commencement of work.

Insurance Notes and Requirements

Governing Law and Dispute Resolution

This package shall be governed by and construed in accordance with the laws of the state of . Any dispute arising from or related to this package shall be resolved by binding arbitration or in the courts of that state, as set forth in any subsequent definitive agreement between the parties.

Representations and Certifications

By signing below, each party certifies that the information in this package is accurate and that the signing representative has authority to bind the party to the terms contained herein. Each party further certifies that it has not relied upon any representations except those expressly set forth in this package or in a subsequently executed agreement.

I certify that the information provided in this package is true and complete to the best of my knowledge.

Attachments and Submittals

List of Attachments Included with this Package Submission Notes / Special Instructions

Entire Agreement

This Project Submittal Package, together with any attachments expressly incorporated herein, constitutes the entire understanding between the parties with respect to the subject matter hereof and supersedes all prior proposals, communications, and agreements, whether written or oral. No amendment shall be effective unless executed in writing by authorized representatives of both parties.

Client Name:

By:

Date:

Contractor Name:

By:

Date:

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

A Project Submittal Package is a consolidated packet of documents, drawings, specifications, forms, and supporting materials that a contractor, consultant, or supplier submits to an owner, architect, engineer, or permitting authority for review and approval. It typically includes technical submittals (product data, shop drawings, samples), administrative forms (cover letter, transmittal, contact list), and compliance items (certifications, testing reports). Submittal packages establish whether proposed materials or methods meet contract requirements and are used throughout bidding, construction, and closeout phases to obtain authorizations, permits, or formal acceptances.

Why a complete submittal package matters

A well-organized Project Submittal Package speeds review cycles, reduces rework, and documents compliance with contract and regulatory requirements. Clear packages reduce ambiguity and create an auditable trail for approvals and later inspections.

Who prepares and reviews these packages

Typical authors and reviewers span project teams and external stakeholders involved in specification compliance and approvals.

Contractors — prepare technical drawings, product data, and submittal logs for review and corrective cycles.
Design professionals — architects and engineers review conformance to specifications and stamp approvals where required.
Owners and permitting agencies — confirm compliance, issue approvals, and retain records for project closeout.

Understanding each role helps assign responsibility for content, timing, and final sign-off.

Essential elements of a professional Project Submittal Package

A complete package groups administrative, technical, and compliance materials so reviewers can verify conformity quickly. Organize contents to align with the contract submittal register and include clear versioning, responsible parties, and reference drawings.

Cover Sheet

Project ID, package title, submitting firm, date, and contact for clarifications; reference contract submittal number.

Transmittal

One-line summary of items, purpose (approval/information), and a cross-reference to submittal log or RFI if applicable.

Shop Drawings

Scaled drawings marked with revision, references to contract drawings, and fabrication or installation notes.

Product Data

Manufacturer literature, cut sheets, performance certifications, and model numbers with applicable compliance statements.

Samples and Photos

Color swatches, material samples, or site photos demonstrating actual items and intended installation context.

Compliance Records

Test reports, certificates of conformance, MSDS, and any required third-party approvals or permits.

Step-by-step: prepare and submit a submittal package

Follow a repeatable sequence to prepare, validate, and transmit the package to avoid common administrative delays.

01

Gather Documents: Collect drawings, product data, test reports, and compliance certificates before packaging.
02

Assemble Transmittal: Create a one-page transmittal listing all items with submittal numbers and version notes.
03

Internal Review: Have the design lead and quality manager confirm completeness and mark changes.
04

Submit: Send to designated reviewer via specified channel and track receipt acknowledgment.

How to configure an online submittal workflow

Set up a digital workflow that mirrors the paper process: routing, conditional approvals, and version control ensure consistent handling.

Field	Configuration
Signature Type	Electronic signature with timestamp and audit trail
Authentication	Email link or SMS code; use stronger auth for regulated projects
Routing	Sequential review order: contractor → design → owner
Templates	Use reusable cover and transmittal templates to standardize submissions

Typical routing and submission destinations

Submittals usually move through defined reviewers and final repositories. Map these endpoints before sending to avoid misrouting.

Design Review: Architect or engineer reviews technical compliance and returns comments.
Owner Review: Owner or owner's rep confirms contract conformance and funding.
Permitting Authority: Submit required documents to the issuing jurisdiction for permits.
Project Record: Final approved package is archived in the contract management system.

Preparing submittals for eSubmission and digital review

Ensure files and metadata meet reviewer and system requirements before sending.

File Formats: PDF/A preferred; DOCX accepted for editable schedules.
File Size: Keep individual files under 50 MB where possible.
Metadata: Include submittal number and version in file name.

Common deadlines and processing expectations

Submittal timing and turnaround depend on contract terms and the reviewer workload; plan early to meet procurement and schedule milestones.

Initial Submittal Deadline:

Per contract — typically within 10–30 days after notice to proceed.

Review Turnaround Time:

Commonly 7–21 calendar days per reviewer unless contract specifies otherwise.

Resubmittal Deadline:

Resubmit corrected items within the period specified in reviewer comments.

Permit Filing:

Allow 2–12 weeks depending on authority and complexity.

Final Acceptance:

Retention until approval and closeout; timing per punch-list completion.

Project milestones tied to submittal processing

Key processing stages track the package from draft to final approval and link to procurement and construction milestones.

01

Prepare Submittal

Assemble documents and confirm internal approvals before transmission.

02

Submit for Review

Deliver package to designated reviewers and record transmission date.

03

Receive Comments

Log reviewer comments and assign corrective actions.

04

Approve and Archive

Obtain final sign-off, update versions, and store the approved package.

Common preparation errors to avoid

Missing cross-references between shop drawings and contract drawings causes reviewer confusion and requires resubmittal.
Unclear revision history or version control leads to approval of incorrect or superseded materials.
Submitting incomplete compliance test reports or unsigned certifications triggers rejection for insufficient documentation.
Large unoptimized files or nonstandard formats can delay electronic uploads and slow reviewer access.

Consequences of incorrect or late submittals

Schedule Delay: Work stoppage and schedule slippage.

Cost Impact: Change orders and extended overhead.

Noncompliance: Rejection by authority or owner.

Warranty Risk: Unapproved materials may void warranties.

Contractual Default: Potential breach of contract claims.

Permit Denial: Delay in permits or inspections.

Real-world examples of submittal workflows

Below are concise examples showing how organizations structure submittals and the outcomes achieved in typical projects.

Martin Properties — On-site approvals

The firm digitized submittals to reduce field turnaround times and centralize records.

They used mobile-capable forms and standardized templates for consistent data capture.
As a result, project teams processed approvals online with consistent versioning and reduced rework during tenant-improvement projects, enabling faster procurement and installation scheduling while keeping an auditable trail for owner review.

Fertility Centers of Illinois — Compliance tracking

The clinic centralized equipment and supplier submittals for facility upgrades.

They required signed certifications and test reports on file.
Centralized submittal control ensured regulatory documentation was available for inspections, reduced duplicative requests for information, and preserved compliance evidence throughout the construction and commissioning phases.

Typical eSignature providers for submitting and signing packages

Platform selection affects authentication, audit trails, and per-user or per-signature costs; signNow is listed first for direct comparison of common commercial plans.

	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	Trial varies	Trial varies	Trial varies	Trial varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about Project Submittal Packages

Answers to common questions on format, signatures, corrections, and legal validity when preparing and submitting packages.

Need help? Contact support

Can a submittal be signed electronically?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. §7001) and state UETA frameworks where adopted. Ensure the signature method demonstrates intent, consent, attribution, and record retention to meet the legal validity test.
Do reviewers accept unsigned PDFs?
Unsigned PDFs may be rejected. Many reviewers require an auditable signature or reviewer stamp. Use a platform that records signer identity, timestamp, and an audit trail to establish approval evidence.
What if I discover an error after submission?
Prepare a corrected resubmittal with a new revision label and a cover note describing changes. Track both versions and retain the original plus the corrected package for audit and dispute resolution.
Are notarization or witnesses required?
Most technical submittals do not require notarization, but contract or permit forms sometimes do. Notarization and witness rules vary by state and document type—confirm requirements with the contract or permitting authority before submission.
Which file formats are best for eReview?
PDF/A is preferred for fixed records and long-term archiving; editable DOCX may be acceptable for schedules. Optimize file size and include searchable text where possible for efficient reviewer access.
How do electronic signatures affect retention?
Maintain a reproducible record that includes the signed document, certificate of completion, and audit trail. This supports the ESIGN/UETA retention requirement and preserves evidence in case of disputes or regulatory review.

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