How to Build and Manage a Construction Submittal Log

What Belongs in a Submittal Log

Your submittal log is a spreadsheet (or Procore/Autodesk sheet) that tracks every item requiring approval. At a minimum, each entry should include:

• CSI Spec Section Number (e.g., 03 30 00 Concrete) — makes it easy to cross-reference specifications
• Item Description (e.g., "Ready-Mix Concrete, 4000 PSI") — specific enough that everyone knows what's being submitted
• Submittal Type: Shop Drawing, Product Data, Sample, or Certification
• Responsible Party (e.g., concrete contractor, equipment supplier) — who owns submitting this
• Due Date — when it must be submitted to stay on schedule
• Submission Date — when it was actually submitted
• Reviewer (Architect, Engineer, GC) — who reviews it
• Status (Not Yet Submitted, Submitted, Pending Review, Approved, Rejected, Resubmit Required)
• Approved Date — when final approval was issued
• Notes — conditions of approval, or reasons for rejection

Types of Submittals

Know the difference so you prepare the right document:

Building Your Log from the Specifications

Don't guess what needs to be submitted. Go through the spec book, division by division.

Setting Due Dates — Work Backward from Your Schedule

This is where submittal logs prevent disasters. A late submittal can delay procurement, which delays installation, which delays the whole project.

Work backward from the date work must be installed:

Always build in a buffer. Most submittals get at least one round of comments. If your due date is March 1 and you expect a 1-week review cycle plus resubmit time, the actual submission date should be Feb 15 to May 1st installation happens on time.

The Review Cycle

Every submittal goes through a workflow. Track it:

Tracking Open and Aging Submittals

Once you have entries, the critical skill is aging. Add a formula column in your spreadsheet: Days Pending = TODAY() - Submission Date

Use this to hold your architect and subs accountable:

• Submittals over 7 days pending: Follow up with architect
• Submittals over 14 days pending: Email the A/E project manager and escalate
• Submittals that miss the due date: Alert project manager immediately. Impact on schedule?

Many schedule delays originate from slow review cycles. Your submittal log is your evidence that you pushed back and tracked delays.

What Happens When Submittals Are Late

A single missed submittal cascades:

This is why contractors track submittals religiously and why late subs get heated phone calls.

Submittal Log Template Columns

Here's a starter set for your spreadsheet:

If using Procore or Autodesk, their native submittal tools will have these fields built in. Use the tool's workflow if your project is managed that way.

Common Mistakes to Avoid

• Forgetting to read Division 01. Submittals are often hidden in the general requirements section. Don't skip this.
• Not factoring in review time. Due dates should account for review and one round of revisions. If you need approval by March 1, start the submission by Feb 10.
• Losing track of resubmittals. Each revision is a separate submittal with its own timeline. Don't treat it as complete until final approval.
• Submitting incomplete documents. Architects reject submittals that are missing signatures, certifications, or required attachments. Check the spec before submitting.
• Not following up on aging submittals. If it's pending review for more than a week, send a polite reminder to the architect. Many projects slip because nobody follows up.
• Ignoring conditional submittals. If the spec says "if X material is selected," make sure you track whether X was selected, and whether the submittal is still required.

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