What if a reviewer marks 'Revise and Resubmit'?

Document the required changes, revise affected drawings or data sheets, update the deviation log, and resubmit with a cover note listing changes and attached files. Track the resubmission date to maintain SLA compliance.

Can submittals be signed electronically?

Yes. Electronic signatures meeting ESIGN (15 U.S.C. ch. 96) and applicable state UETA/ESRA rules establish legal validity when intent, consent, attribution, and retention are documented.

When is notarization required?

Notarization is generally only required when the submittal includes affidavits, certifications, or legal attestations. Check the contract and state requirements for notarization or RON for the executing parties.

How should attachments be named?

Use a consistent naming convention: ProjectCode_SubmittalID_DocType_Rev (e.g., P1234_S001_ShopDrwg_R01.pdf). Clear names reduce reviewer confusion and speed indexing.

Who can sign the submittal package?

Authorized signers include those with delegated contract authority: typically the prime contractor’s project manager, subcontractor lead, or manufacturer representative per contract signatory matrix.

What audit information should be retained?

Keep the signed package, approval timestamps, signer attribution, IP addresses, and any version history to support claims, warranty, and closeout processes.

Electronic Signature
Templates
Miscellaneous
Project Technical Submittal

Project Technical Submittal

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

PROJECT TECHNICAL SUBMITTAL

Agreement Recitals

This Project Technical Submittal Agreement ("Agreement") is entered into by and between Client Name: and Contractor Name: .

WHEREAS, Contractor will prepare and submit technical documentation, shop drawings, product data, samples and related information for review in connection with the Project identified below; and

WHEREAS, Client (or Client's authorized representative) will perform review and issue action responses in accordance with the procedures and timelines set forth in this Agreement; and

WHEREAS, the parties desire to set forth the scope, review responsibilities, submission requirements and commercial terms that will govern the submittal process.

Project Information

Project Name Project Number / Contract No. Project Location

Submittal Details

Submittal Number: Date Submitted:

Specification Section: Sheet / Detail No.:

Product / Material / System

Manufacturer: Model / Part No.: Quantity:

Scope of Work

Describe the scope of the work, installation intent, and any deviations from contract documents that this submittal addresses:

Attachments and Samples

Shop Drawings Product Data Samples Test Reports

Warranty Documents Other:

Action Requested

Select one action (contractor requests): Approve Approve with Comments Revise and Resubmit For Record / Information Only

Contractor Certification

The undersigned certifies that the information contained in this submittal has been reviewed for compliance with contract documents, that field dimensions and site conditions have been verified, and that required coordination with other trades has been completed.

I certify the submittal has been reviewed for compliance. Field dimensions verified. Coordinated with other trades.

Reviewer's Comments (For Client/Engineer Use)

Commercial Terms

Payment Amount for additional review services (if applicable):

Payment Schedule / Milestones

Late fee for overdue invoices:

Term and Termination

Effective Date: Termination Date:

Either party may terminate this Agreement for convenience upon written notice to the other party delivered at least days prior to termination. Termination for material breach shall be permitted following a minimum cure period of days after written notice of breach.

Confidentiality

All information, submittals, samples and technical data exchanged under this Agreement shall be treated as confidential by the receiving party to the extent such information is designated confidential by the disclosing party and is not generally known to the public. Confidential information shall not be disclosed to third parties without prior written consent, except as required by law or to the extent necessary for performance of this Agreement.

Mark this submittal as confidential: Yes

Governing Law; Entire Agreement

This Agreement shall be governed by and construed in accordance with the laws of the state indicated below. Any dispute arising out of or relating to this Agreement shall be subject to the exclusive jurisdiction of the courts of that state.

Governing State:

This Agreement, together with attachments and all submittals referenced herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior negotiations, representations or agreements, whether written or oral.

Administrative

Submitting Party (Company) Contact Name and Title Contact Email / Phone

Client Representative:

By:

Date:

Contractor Representative:

By:

Date:

What a Project Technical Submittal Is and When it’s Used

A Project Technical Submittal is a formal package that documents proposed materials, equipment, technical data, drawings, and procedures for review and approval by the contract administrator, design team, or owner. It establishes compliance with contract specifications, identifies performance characteristics, and provides the basis for procurement or installation decisions. In construction and engineering projects the submittal links shop drawings, product data, test reports, and certifications into a single record that reviewers can accept, reject, or request clarification on.

Why a Complete Submittal Matters

A clear, compliant submittal reduces review cycles, prevents rework, and documents contract conformance for claims and closeout. It creates an auditable trail of technical approvals linked to procurement and installation.

Who Prepares and Reviews Technical Submittals

Typical preparers and reviewers include contractors, subcontractors, manufacturers, architects, engineers, and owner representatives depending on scope and contract requirements.

Prime Contractor — Prepares consolidated submittals from trade contractors and ensures package completeness before submission to design team or owner.
Design Consultant / Engineer — Reviews technical compliance with drawings, performance criteria, and applicable codes and issues approval or comments.
Manufacturer / Supplier — Provides product data, installation instructions, test reports, certifications, and warranty information.

Roles vary by contract; confirm signatory authority and routing order in the project submittal procedure to avoid delays.

Step-by-Step: Preparing and Submitting the Package

Follow this sequence to prepare a compliant submittal package and reduce review iterations.

01

Assemble Data: Collect drawings, product data, and test reports for the item.
02

Match Specifications: Map each item to the contract specification and note any deviations.
03

Complete Form: Fill the submittal form fields, attach labeled files, and verify project identifiers.
04

Internal Review: Obtain contractor and manufacturer sign-offs before formal submission.

Essential Elements of a Professional Submittal Package

A professional submittal is organized, complete, and traceable. Include items that let reviewers confirm performance, compatibility, and installation requirements without follow-up.

Cover Sheet

Single-page index listing submittal title, project number, specification sections, preparer, date, and concise scope summary for quick reviewer orientation.

Manufacturer Data

Detailed product cut sheets, materials lists, model numbers, capacity ratings, and installation instructions tied to the contract reference.

Shop Drawings

Scaled drawings showing dimensions, clearances, interfaces, and mounting details. Include cross-sections and connection notes as required.

Test & Certification Reports

Factory test reports, performance curves, and third-party certifications (UL, ETL) evidencing compliance with specified criteria.

Deviation Log

Explicitly state any deviations from the contract with proposed corrective measures and impact assessment.

Approval Blocks

Designated signature or electronic approval fields for contractor, engineer, and owner with dates and revision control.

Required Data Fields for Indexing and Traceability

Submittal ID: Unique identifier

Project Code: Owner/contractor number

Specification Ref: CSI section

Manufacturer: Full name

Model/Serial: Exact model ID

Attachments: List of file names

How to Configure an Online Review Workflow

Set reviewer roles, routing order, and required approvals before sending to streamline electronic review and avoid manual handoffs.

Field	Configuration
Routing Order	Engineer → Owner → Contractor
Authentication	Email link or SMS code
Required Approvals	Engineer sign-off required
Notification	Email reminders at 3/7/14 days

Sharing and Signing: Platform Requirements to Consider

Choose a platform that supports secure attachments, role-based routing, and an auditable approval trail.

File Formats: PDF and DOCX supported
Integrations: Connectors for Procore, NetSuite, and Google Workspace
Authentication: Email, SMS, or advanced signer verification

Ensure the chosen solution stores an immutable audit trail with timestamps, IP data, and signer attribution to meet contract and claims requirements.

Typical Online Submission and Approval Flow

Electronic submittals follow a predictable path from sender to final approver; ensure each step has clear acceptance criteria and required attachments.

Upload: Sender uploads submittal documents and links specification references.
Assign Reviewers: Sender sets review order and permissions for each role.
Review & Comment: Reviewers annotate files, accept, or mark revisions required.
Finalize: Approved package archived with audit trail and distribution list.

Typical Timelines and Review SLAs

Define review target times in the submittal procedure and reflect those in the schedule to avoid contract disputes and schedule slippage.

Manufacturer Lead Time:

Varies by item; document in procurement schedule

Initial Review SLA:

10–14 calendar days common

Resubmittal SLA:

7–10 calendar days typical

Approval to Procurement:

Procure only after formal approval

Record Retention Trigger:

Retain copies through warranty period

Common Preparation Errors to Avoid

Missing attachments or unlabeled files that force reviewer follow-up and slow approval.
Mismatched project numbers or specification references that cause misfiling and extra administrative work.
Unclear deviation statements that require engineering clarification and delay procurement.
Submitting draft or unapproved manufacturer data rather than final certified reports.

Consequences of Incomplete or Incorrect Submittals

Schedule Delays: Procurement delays and installation schedule impacts

Cost Exposure: Change orders and rework costs

Contract Noncompliance: Engineer rejection can trigger corrective action

Warranty Risk: Unapproved substitutions may void warranties

Claims: Disputes over responsibility for defects

Regulatory Issues: Failure to provide certifications may violate codes

Real-World Examples of Project Technical Submittals

These concise examples show how submittals are used in practice on different projects.

Case Study 1

A mechanical subcontractor submitted HVAC equipment data with full shop drawings and test reports

Engineer requested three minor clarifications
After corrections the package was approved within 7 days and procurement proceeded without schedule impact.

Case Study 2

A general contractor bundled electrical fixtures by trade for bulk review

Lead reviewer accepted 80% of items and returned 20% for substitute data
Consolidated resubmittal reduced administrative time and improved procurement accuracy.

eSignature Pricing and Feature Comparison Relevant to Submittals

Compare typical vendor starting prices and core capabilities for secure eSignature workflows used to route and approve technical submittals.

	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 available	Trial available	Trial available	Trial available
Bulk Send	Yes	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	No cap	No cap	No cap

Frequently Asked Questions and Troubleshooting

Practical answers to common questions encountered when preparing or routing Project Technical Submittals.

Need help? Contact support

What if a reviewer marks 'Revise and Resubmit'?
Document the required changes, revise affected drawings or data sheets, update the deviation log, and resubmit with a cover note listing changes and attached files. Track the resubmission date to maintain SLA compliance.
Can submittals be signed electronically?
Yes. Electronic signatures meeting ESIGN (15 U.S.C. ch. 96) and applicable state UETA/ESRA rules establish legal validity when intent, consent, attribution, and retention are documented.
When is notarization required?
Notarization is generally only required when the submittal includes affidavits, certifications, or legal attestations. Check the contract and state requirements for notarization or RON for the executing parties.
How should attachments be named?
Use a consistent naming convention: ProjectCode_SubmittalID_DocType_Rev (e.g., P1234_S001_ShopDrwg_R01.pdf). Clear names reduce reviewer confusion and speed indexing.
Who can sign the submittal package?
Authorized signers include those with delegated contract authority: typically the prime contractor’s project manager, subcontractor lead, or manufacturer representative per contract signatory matrix.
What audit information should be retained?
Keep the signed package, approval timestamps, signer attribution, IP addresses, and any version history to support claims, warranty, and closeout processes.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now