Why was my submittal returned?

Common reasons include missing product codes, absent test reports, unlabeled samples, or incorrect project references. Review reviewer comments, attach required documents, and resubmit with corrected fields to avoid further delays.

Is an electronic signature legally valid?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA where adopted. Ensure intent, consent, attribution, and record retention are satisfied.

Do I need notarization for approvals?

Not typically for tile submittals. Notarization is rarely required for material approvals unless contract language explicitly demands it; verify contract provisions before seeking notarization.

What if product delivered doesn't match approved sample?

Document the discrepancy with photos and batch numbers, notify the architect/owner immediately, and follow contract procedures for rejection, replacement, or credit as specified in the agreement.

How should I store approved submittals?

Maintain signed submittals and attachments in the project record for the contract term plus recommended retention (see retention timeline). Digital storage should preserve audit trails and be retrievable.

Which records must be retained for warranty or disputes?

Keep approvals, product data, invoices, and installation records. Retain for at least 7 years for construction disputes; longer retention may apply for tax or regulatory reasons.

Tile Submittal Form

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

TILE SUBMITTAL FORM

Recitals

WHEREAS, Supplier Name: is engaged in the manufacture and supply of tile products and related materials; and

WHEREAS, Contractor Name: is responsible for procurement and installation for the Project identified below and requests approval of the Product described in this submittal; and

NOW, THEREFORE, the parties submit the following product data and agree to the terms and conditions contained in this Tile Submittal Form and accompanying agreement provisions.

Project and Submittal Information

Project Name Project Number / Spec Section

Submitted By (Company)

Contact Name

Phone

Email

Date Submitted

Tile Technical Data

Manufacturer

Product Name / Series

Color / Finish

Size (nominal)

Thickness

Edge / Trim

Shade / Variation

Performance Data (enter provided values)

Material Type (check all that apply)

Porcelain Ceramic Natural Stone Glazed

Samples / Attachments

Installation / Mock-up

Intended Setting / Installation Method Substrate Grout / Joint Width

Mock-up / Sample Requirements Mock-up required Layout diagram provided

Agreement Provisions

Scope of Work

The Supplier will furnish the tile product samples, technical data sheets and product warranties as specified in this submittal. The Contractor shall install the tile in accordance with project specifications, accepted mock-ups, and manufacturer instructions. Final approval is required prior to ordering and installation.

Detailed Scope of Work

Payment Terms

Compensation for supply and any related services shall be as follows. The Contractor acknowledges that submittal approval is a condition precedent to Supplier's obligation to commence manufacturing or release stock.

Total Contract Amount Payment Schedule / Milestones Late Payment

Term and Termination

This Agreement commences on Start Date: and terminates on End Date: unless earlier terminated in accordance with its terms. Either party may terminate for convenience upon written notice delivered no fewer than Notice Period (days): . Termination for material breach shall be permitted where the breaching party fails to cure within thirty (30) days after written notice specifying the breach.

Confidentiality

Each party shall maintain in confidence all non-public technical, commercial and business information disclosed in connection with this submittal and any resulting order. Confidential information shall not be disclosed to third parties except as required for performance, by law, or with prior written consent. Confidentiality obligations survive termination for a period of three (3) years.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of: without regard to choice-of-law principles. Exclusive venue for disputes shall be in a court of competent jurisdiction within that state unless otherwise agreed in writing.

Entire Agreement

This Tile Submittal Form, together with any attachments and accepted mock-ups, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior proposals, negotiations and representations, whether written or oral. No modification shall be effective unless in writing and signed by authorized representatives of both parties.

Approvals / Reviewer Comments

Reviewer Name / Firm Approval Decision

Approved Approved with Comments Rejected

Reviewer Comments

Supplier (Printed Name):

By:

Date:

Contractor (Printed Name):

By:

Date:

What the Tile Submittal Form Is

A Tile Submittal Form documents the specific tile products proposed for use on a construction project, including manufacturer, model, finish, dimensions, performance data, and representative samples. It creates a record for the architect, owner, or construction manager to review materials for compliance with contract specifications, building codes, and project aesthetic requirements. Properly completed submittals speed approvals, reduce rework, and serve as the baseline for on-site inspection and final acceptance.

Why a Clear Tile Submittal Form Matters

A complete submittal reduces ambiguity about materials, supports timely approvals, and limits disputes about acceptability, color, and performance. It also documents compliance with contract specifications, warranty requirements, and applicable safety standards.

Who Typically Prepares and Reviews Tile Submittals

Multiple project stakeholders use the Tile Submittal Form to confirm product acceptability and compliance before installation begins.

General Contractor reviews for schedule and constructability impacts.
Architect verifies aesthetic, specification, and code compliance.
Manufacturer or Supplier provides technical data and sample approvals.

Consistent use by these roles improves traceability and reduces approval cycles across the project team.

Step-by-Step: Completing and Submitting the Form

Follow these steps in order to prepare a complete, review-ready tile submittal that minimizes back-and-forth and supports timely project approvals.

01

Gather Specifications: Collect contract drawings, spec sections, and manufacturer data sheets before filling fields.
02

Complete Product Details: Enter manufacturer, model, color, and performance data accurately.
03

Attach Samples and Data: Attach product data sheets, test reports, and photos of samples.
04

Route for Approval: Send to architect/engineer and owner with clear reviewer instructions and due date.

Typical Digital Workflow Settings for Tile Submittals

Configure a repeatable digital workflow so submittals route consistently and reviewers receive clear instructions and attachments.

Field	Configuration
Routing Order	Architect → Owner → Contractor
Reviewer Deadline	Set a 5–10 business day response window
Attachments Required	Product data sheet, sample photo, compliance tests
Notifications	Email and SMS reminders for overdue reviews

Technical Requirements for eSubmission and Sharing

Choose file types and integrations that match the reviewers' systems to avoid compatibility issues.

File Formats: PDF, DOCX, JPG, PNG supported
Integrations: Procore, Salesforce, NetSuite, Google Workspace
Authentication: Email OTP or SMS code verification

How Electronic Submittal and Approval Works

A standard eSubmission flow ensures attachments, reviewers, and approvals are tracked with timestamps and an audit trail for compliance.

Upload Document: Submit the completed tile submittal form with attachments.
Add Reviewers: Specify architect and owner emails and routing order.
Authenticate Signer: Use email link or SMS code for signer verification.
Capture Audit Trail: System records IP, timestamp, and action history.

Essential Contents of a Professional Tile Submittal

A complete document combines product identification, technical performance, visual references, and contractual details so reviewers can make an informed approval decision.

Technical Specs

Include size, thickness, slip resistance, water absorption, and applicable test standards for reviewer verification and code compliance.

Certifications

List manufacturer certifications and testing (e.g., ANSI, ASTM, ISO) that demonstrate performance and regulatory compliance.

Color Match

Provide color codes, finish descriptions, and high-resolution photos or physical samples to ensure aesthetic approval.

Sample Approval

Document sample IDs and approval status; specify whether approved samples are required on-site prior to installation.

Installation Notes

Attach recommended installation methods, setting materials, grout specifications, and substrate preparation instructions.

Warranty Information

Include manufacturer warranty terms, duration, exclusions, and any required registration steps.

Supporting Documents to Attach

Attach supporting materials that reviewers expect so the submittal is actionable and reduces clarification requests.

Product Data Sheet

Manufacturer technical datasheet with dimensions, tolerances, and performance values.

Certification Reports

Copies of test lab reports, ANSI/ASTM compliance, and applicable certifications.

Color Sample

Photo or labeled physical sample reference for accurate color approval.

Installation Guide

Manufacturer instructions and recommended setting materials or adhesives.

Common Preparation Errors to Avoid

Incomplete model numbers or vague color descriptions cause repeated submittals and approval delays.
Failing to attach test reports or certification documentation leads to non-acceptance by the architect.
Submitting low-resolution photos or unlabeled samples increases the risk of color mismatch and rework.
Incorrect project or contract reference information prevents routing to the correct reviewer and stalls the process.

Typical Timelines and Processing Expectations

Timelines vary by project size and contract terms; set clear internal deadlines to align procurement, fabrication, and installation schedules.

Sample Submission Deadline:

Allow 2–4 weeks for sample production and courier delivery.

Review Turnaround:

Architect/engineer review commonly 5–10 business days per submittal.

Manufacturer Lead Time:

Standard tile lead times range from 2–12 weeks depending on availability.

Delivery Scheduling:

Coordinate shipments to arrive after substrate readiness and before installation window.

Final Inspection:

Schedule final inspection after installation and grout curing as specified.

Key Milestones from Submittal to Acceptance

Track these sequential milestones to monitor progress and avoid installation or scheduling conflicts.

01

Prepare Submittal

Complete form and attach product data and sample photos.

02

Submit to Reviewers

Route to architect/owner with clear due date.

03

Receive Approval

Record approval status and any reviewer comments or modifications.

04

Proceed with Procurement

Order materials and schedule delivery after approval is documented.

Security and Compliance Elements to Include

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamp, IP address, and action history

Access Controls: Role-based access and secure sign-in

HIPAA: BAA required for protected health information

ESIGN / UETA: Electronic signature legal frameworks supported

Certifications: SOC 2 Type II and ISO 27001 available

Risks and Consequences of an Incorrect Submittal

Delay Costs: Schedule impacts and change-order expense

Rejection of Material: Material shipped may be refused on-site

Warranty Void: Incorrect products can void warranties

Safety Noncompliance: Slip-resistance mismatch may cause liability

Contractual Liability: Owner claims for nonconforming work

Inspection Failure: Failed final acceptance and rework

How a Tile Submittal Form Differs from Related Documents

Compare common construction documents to clarify when a tile submittal form is required and what it must include compared with other vendor documents.

Document	Tile Submittal Form	Product Data Sheet
Purpose	approval request	technical reference
Required Details	samples & color	performance specs
Approval Needed		not typically
Typical Use	project acceptance	manufacturer reference

Real-World Examples of Submittal Use

These short examples show how organized submittals simplified approvals and reduced project friction for similar construction teams.

Martin Properties

Project team uploaded detailed tile data and samples for remote review

Architect approved in five days
The developer avoided a two-week installation delay and saved on expedited freight costs by confirming the sample before ordering.

BIS Construction

Contractor attached performance reports and batch codes to each submittal

Owner requested one minor color swap
The transparent record reduced disputes and enabled quick warranty tracking after installation.

Practical Tips for Accurate, Efficient Submittals

Adopt these practices to reduce review cycles and ensure materials arrive on schedule and match project expectations.

Standardize Templates

Use a consistent submittal template across projects so reviewers know where to find key information and attachments without extra searching.

Attach Complete Data

Include product data, certifications, photos, and sample identifiers in a single submission to avoid piecemeal reviews and extra rounds of questions.

Set Clear Deadlines

Specify reviewer due dates in the submission workflow to keep procurement and fabrication aligned with installation windows.

Record Approvals

Keep signed approval records and any review comments as part of the project file for warranty and dispute resolution purposes.

eSignature Pricing and Feature Comparison (signNow first)

A compact comparison of common eSignature options and features relevant to submitting and approving construction documents; platform features and prices vary by plan.

	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	Yes, 7-day trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions and Troubleshooting

Answers to common questions encountered when preparing, submitting, and approving tile submittals, including eSignature and retention concerns.

Need help? Contact support

Why was my submittal returned?
Common reasons include missing product codes, absent test reports, unlabeled samples, or incorrect project references. Review reviewer comments, attach required documents, and resubmit with corrected fields to avoid further delays.
Is an electronic signature legally valid?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA where adopted. Ensure intent, consent, attribution, and record retention are satisfied.
Do I need notarization for approvals?
Not typically for tile submittals. Notarization is rarely required for material approvals unless contract language explicitly demands it; verify contract provisions before seeking notarization.
What if product delivered doesn't match approved sample?
Document the discrepancy with photos and batch numbers, notify the architect/owner immediately, and follow contract procedures for rejection, replacement, or credit as specified in the agreement.
How should I store approved submittals?
Maintain signed submittals and attachments in the project record for the contract term plus recommended retention (see retention timeline). Digital storage should preserve audit trails and be retrievable.
Which records must be retained for warranty or disputes?
Keep approvals, product data, invoices, and installation records. Retain for at least 7 years for construction disputes; longer retention may apply for tax or regulatory reasons.

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