Can submittals be signed electronically?

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

Do I need a notary for submitted items?

Most submittals do not require notarization. Notarization is needed only for specific sworn affidavits or certification documents; verify contract and state requirements before notarizing.

Is signNow HIPAA-ready for health-related attachments?

signNow supports HIPAA compliance with a Business Associate Agreement and uses TLS 1.2/1.3 in transit and AES-256 at rest; a BAA must be executed for PHI processing.

What file formats should I use?

PDF is preferred for fixed records; templates should accept PDF, DOCX, XLSX, and standard CAD exports so reviewers can annotate and archive reliably.

How long must submittal records be retained?

Retain records for the contract term plus at least three years; tax- and HIPAA-related records follow IRC §6501(a) and 45 CFR §164.530(j) respectively.

Which plan supports high-volume sending?

High-volume programs commonly use enterprise or site-license models to lower per-signature cost and enable bulk send, advanced authentication, and API access.

Electronic Signature
Templates
Miscellaneous
Project Submittals Template

Project Submittals Template

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

PROJECT SUBMITTALS TEMPLATE

This Project Submittals Template (the "Template") is prepared by the parties for the project identified below to document submittal requirements, processing, and approvals.

Client Name:

Contractor Name:

Project Name: Project No.:

WHEREAS

WHEREAS, Client has engaged Contractor to perform work for the Project described above and certain submittals are required to ensure compliance with the Contract Documents; and

WHEREAS, Contractor shall prepare, review, and submit submittals such as shop drawings, product data, samples and calculations in a timely manner for Client's review and acceptance; and

WHEREAS, the parties desire to establish a standardized submittal log, review criteria, and procedures for submission, resubmission, and acceptance to minimize delays and ensure coordination.

SCOPE OF WORK — SUBMITTALS

Scope of Submittals

Required content for each submittal includes: clear identification of product or system, referenced specification sections and drawing details, fabrication/shop drawings, product data sheets, samples (where applicable), calculations, certifications, quality control procedures, and a transmittal identifying deviations from the Contract Documents.

SUBMITTAL LOG

Use the log below to record each submittal. Contractor must provide complete submittals; incomplete items will be returned without review.

No.	Description	Submittal Type	Due Date	Responsible	Review Action
1					Review Resubmit Approved
2					Review Resubmit Approved
3					Review Resubmit Approved
4					Review Resubmit Approved
5					Review Resubmit Approved

Reviewer Comments (for last reviewed item)

REVIEW PROCEDURE

Contractor shall submit items with complete transmittal information. Reviewer shall review and return action within the specified review period. Review action may be: Approved, Approved as Noted, Revise and Resubmit, or Rejected. Approval indicates that the submittal conforms to the Contract Documents as noted; approval does not relieve Contractor from responsibility for coordination or conformity to contract requirements.

PAYMENT TERMS

Contract Amount for Submittal-Related Services Payment Schedule / Milestones Late Fee / Interest on Overdue Amounts

Invoicing must reference submittal numbers and include supporting documentation. Payment for submittal-related services is subject to the foregoing schedule; overdue payments will accrue interest as stated above.

TERM AND TERMINATION

Term Start Date:

Term End Date:

Termination Notice Period

Either party may terminate for material breach if the breach is not cured within the notice period specified above. Termination shall be without prejudice to accrued rights and remedies.

CONFIDENTIALITY

All submittals, supporting data, and related communications marked confidential or proprietary shall be held in confidence by the receiving party and used solely for performance of the Project. Confidential materials shall not be disclosed to third parties without prior written consent, except as required by law. The obligations of confidentiality shall survive termination for a period of three (3) years.

GOVERNING LAW

This Template and any dispute arising out of or related to it shall be governed by the laws of without regard to its conflicts of law principles.

ENTIRE AGREEMENT

This Template constitutes the entire agreement between the parties with respect to submittal procedures and supersedes all prior negotiations, understandings, and agreements relating to the subject matter hereof. Any amendment must be in writing and signed by authorized representatives of both parties.

CONTRACTOR CERTIFICATION

Contractor certifies that each submittal submitted under this Template has been reviewed for coordination, dimensions, and compliance with the Contract Documents. Contractor accepts responsibility for errors or omissions in submittals and will take corrective action as required.

Contractor Representative Name Contact for Submittals

Client Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

What a Project Submittals Template Is and When it’s Used

A Project Submittals Template is a standardized document used to transmit technical materials—shop drawings, product data, samples, test reports, and certifications—for review and approval during a construction or capital project. It records submission date, specification references, reviewer assignments, and response status so contractors, subcontractors, architects, and owners can track approvals, revisions, and resubmittals. The template ensures consistent metadata, attachments, and audit information for each item submitted and supports both paper workflows and electronic submission under U.S. e-signature laws.

Why a Standardized Submittal Template Matters

Using a consistent Project Submittals Template reduces review time, prevents missing attachments, clarifies responsibility for approvals, creates an auditable record, and reduces rework and schedule risk during construction.

Typical users and contributors on a submittal

Teams and roles that interact with submittals vary by project size and contract structure.

General contractor or construction manager — Prepares and transmits submittal packages, assigns reviewers, and tracks status on behalf of the prime contractor.
Subcontractor or supplier — Provides product data, shop drawings, samples, and technical clarifications tied to their scope of work.
Architect / Engineer of record — Reviews for compliance with contract documents and issues approval, approval with comments, or rejection.

The template helps coordinate these parties and documents a clear chain of custody for each submittal.

Core elements every professional submittal template should include

A good template organizes key metadata, attachments, and workflow controls so reviewers can assess compliance quickly and consistently.

Submittal ID

Unique identifier or log number used to reference the item across schedules and change orders for traceability.

Specification

Reference to contract spec section and paragraph so reviewers can verify compliance against applicable requirements.

Description

Concise description of the item, manufacturer, model, and relevant dimensions or capacities for technical review.

Attachments

List of included files (drawings, cut sheets, test reports); file names and formats noted for reviewer convenience.

Review Status

Current state such as Submitted, Reviewed, Approved, Revise and Resubmit, or Rejected with reasons documented.

Dates & Responsibility

Submission date, required response date, and designated reviewer or discipline responsible for approval.

Essential fields to collect on every submittal

Project Name: Exact project title

Contractor: Legal entity submitting

Subcontractor: Originating trade or vendor

Specification Ref: Section and clause

Drawing Number: Sheet or detail ID

Submission Date: MM/DD/YYYY entry

Step-by-step flow for preparing and submitting a package

Follow a consistent sequence to prepare, send, and track submittals to reduce review cycles and preserve records.

01

Assemble package: Gather drawings, cut sheets, and required test reports.
02

Populate template: Complete metadata, spec refs, and attachment list.
03

Assign reviewers: Route to architect, engineer, and specialty reviewers.
04

Track response: Record return status and archive the approved package.

Configuring an electronic submittal workflow

Set up routing, authentication, and file rules to match contract review requirements and internal QA processes.

Field	Configuration
Authentication Method	Email link with optional SMS code for higher assurance
Auto Reminders	Enable 3-day and 7-day reminders for overdue reviews
Bulk Submission	Allow multi-item upload and mapping to submittal log
Accepted Formats	PDF preferred; accept DOCX, XLSX, and common CAD exports

Where to send or file each completed submittal

Choose submission destinations that match contract requirements and the project information management system in use.

Architect / Engineer: Primary reviewer for code and design compliance.
Owner / Client: Send copies when owner approval is contractually required.
Construction Manager: File for coordination and field distribution.
Project Document Repository: Archive approved submittals in PM/EDMS for retention.

Technical considerations for e-submittal and e-signature workflows

Confirm the platform supports required file types, authentication, audit trails, and integrations before starting an electronic workflow.

Integrations: Connect to project systems like Procore or Box
File formats: PDF, DOCX, XLSX, and common CAD exports
Authentication: Email links, SMS codes, or higher-assurance methods

Ensure the chosen solution provides an immutable audit trail and exportable records to meet contractual and regulatory retention obligations.

Typical timing expectations and review deadlines

Contracts and specifications commonly define specific review windows; track these dates in the submittal log to avoid disputes.

Initial Submission Deadline:

Follow contract-specified date or allow a reasonable lead time for procurement.

Architect Review Period:

Often 10–21 calendar days depending on document complexity.

Resubmittal Window:

Allow sufficient time for corrections and re-review before field use.

Final Approval:

Document approval date governs when work or installation may proceed.

Record Start Date:

Retention clock normally begins on final approval or project closeout.

Common mistakes that slow submittal cycles

Omitting required attachments or providing unsupported file formats, which forces resubmission and delays approvals.
Referencing incorrect specification sections or drawing numbers, causing reviewer confusion and requests for clarification.
Not assigning a discipline-specific reviewer, resulting in routing to the wrong party and extra review cycles.
Failing to track version history or response comments, which can create disputes about which revision was approved.

Risks and contract consequences of improper submittals

Schedule Delay: Late approvals can delay installations and trigger liquidated damages

Rework Costs: Incorrect materials installed may require removal and replacement

Payment Withholding: Owners may withhold payment until compliant submittals are delivered

Noncompliance: Use of unapproved products can breach contract terms

Safety Risk: Unvetted equipment may create hazards in the field

Contract Termination: Repeated nonconformances can lead to default or termination

Representative eSignature vendor comparison for project submittals

Basic vendor differences by price, bulk-send capability, audit trail presence, HIPAA support, and envelope limits help assess fit for submittal workflows.

	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 (Premium)	Yes	Yes	Yes	No
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

Answers to common questions about using the submittal template

Practical answers to frequent questions cover e-signatures, notarization, file formats, retention, and vendor options.

Need help? Contact support

Can submittals be signed electronically?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and most states’ UETA laws, provided intent, consent, attribution, and record retention requirements are met.
Do I need a notary for submitted items?
Most submittals do not require notarization. Notarization is needed only for specific sworn affidavits or certification documents; verify contract and state requirements before notarizing.
Is signNow HIPAA-ready for health-related attachments?
signNow supports HIPAA compliance with a Business Associate Agreement and uses TLS 1.2/1.3 in transit and AES-256 at rest; a BAA must be executed for PHI processing.
What file formats should I use?
PDF is preferred for fixed records; templates should accept PDF, DOCX, XLSX, and standard CAD exports so reviewers can annotate and archive reliably.
How long must submittal records be retained?
Retain records for the contract term plus at least three years; tax- and HIPAA-related records follow IRC §6501(a) and 45 CFR §164.530(j) respectively.
Which plan supports high-volume sending?
High-volume programs commonly use enterprise or site-license models to lower per-signature cost and enable bulk send, advanced authentication, and API access.

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