How to Organize Construction Submittals

Submittals are the documentation backbone of construction quality. A disorganized submittal process leads to delayed approvals, wrong materials, and rework. Mismatches between submittals and project specifications are one of the most common sources of change orders. Here's how to set up and maintain a submittal system that works.

Step 1: Create a Submittal Register

Start by extracting all submittal requirements from the specifications. This pairs well with a thorough shop drawing review process:

Step 2: Establish a Numbering System

Consistent numbering prevents confusion and enables tracking:

Step 3: Create a Submittal Schedule

Work backwards from installation dates:

Step 4: Define Review Actions

Use standard action codes consistently:

Step 5: Organize Digital Files

Create a folder structure that's easy to navigate. A consistent system also supports your plan review workflow:

Step 6: Track Key Dates

Your submittal log should track these dates for each item:

Step 7: Review Status Weekly

Generate weekly reports showing these items, which are also useful when tracking RFIs:

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