Construction Submittal Log Template
Download a construction submittal log template to track submittal packages, due dates, reviewers, revisions, approvals, procurement impacts, and closeout status.
Track Construction Submittals From Preparation Through Final Approval
A construction submittal log gives project teams a central record of shop drawings, product data, samples, calculations, certifications, test reports, warranties, and other documents that must be reviewed before materials are purchased, fabricated, installed, or accepted.
This Construction Submittal Log Template is designed for subcontractors, specialty contractors, general contractors, project managers, project engineers, superintendents, estimators, purchasing teams, vendors, architects, engineers, consultants, and project administrators responsible for preparing, routing, reviewing, revising, and closing submittals.
What Is a Construction Submittal Log?
A construction submittal log is a structured register of all required project submittals. It records what must be submitted, who is responsible, when each package is due, when it was sent, who is reviewing it, what response was received, and whether revisions or resubmissions are required.
A well-maintained log also connects submittals to specification sections, drawing references, vendors, procurement lead times, fabrication dates, delivery milestones, and installation activities. This helps contractors identify late reviews, incomplete packages, approval conditions, and submittals that may affect the project schedule.
When to Use This Template
- During preconstruction to identify required submittals
- When preparing a project submittal schedule
- When assigning packages to vendors or responsible staff
- When routing shop drawings and product data for review
- When tracking revisions and resubmissions
- When monitoring architect, engineer, consultant, or owner responses
- When coordinating approvals with procurement and fabrication
- When identifying submittals that may delay installation
- When tracking closeout documents and warranties
- When preparing project status reports and coordination meetings
Who Should Use This Template?
This template is suitable for subcontractors, specialty contractors, general contractors, project managers, project engineers, superintendents, estimators, purchasing staff, vendors, fabricators, manufacturers, architects, engineers, consultants, and document-control teams.
It can be adapted for electrical, plumbing, HVAC, fire protection, controls, structural steel, glazing, roofing, concrete, drywall, flooring, millwork, sitework, utilities, specialty equipment, and other construction scopes that require document review before procurement or installation.
What a Construction Submittal Log Should Include
| Submittal Log Section | Purpose |
|---|---|
| Submittal Identification | Assigns the submittal number, package number, title, discipline, trade, and specification section. |
| Required Dates | Tracks planned preparation, submission, review, approval, procurement, fabrication, and installation dates. |
| Responsible Parties | Identifies the preparer, vendor, submitting contractor, reviewer, and approving party. |
| Submission Details | Records the revision, date submitted, transmittal number, package contents, and supporting references. |
| Review Status | Tracks current routing, review days, response date, disposition, comments, and required follow-up. |
| Revision History | Preserves each submission, response, revision, and resubmission under one submittal record. |
| Procurement Impact | Links approval status to purchase orders, release dates, lead times, fabrication, delivery, and installation. |
| Closeout | Records final approval, approved-as-noted requirements, field distribution, record-document updates, and closure. |
How to Use the Template
- Review the drawings, specifications, contract requirements, and procurement schedule to identify required submittals.
- Assign a unique submittal number and clear package title.
- Record the applicable trade, specification section, drawing reference, vendor, and responsible preparer.
- Set required preparation, submission, approval, release, fabrication, delivery, and installation dates.
- Record the date each package is submitted and the person or organization receiving it.
- Track the review status, response date, response code, and reviewer comments.
- Preserve revision history rather than replacing prior submissions.
- Identify packages requiring resubmission, clarification, samples, additional calculations, or revised product data.
- Link approved submittals to purchase orders, fabrication releases, field distribution, and installation activities.
- Close the record only after final approval and all required follow-up is complete.
A fire-protection subcontractor prepares a submittal package for fire pumps, controllers, accessories, and electrical requirements. The log links the package to the applicable specification section, vendor, lead time, required approval date, procurement release, and installation milestone. The engineer returns the package “Approved as Noted” with a request to revise the controller enclosure rating. The contractor records the response, confirms the revision with the vendor, resubmits the affected page, and preserves the original review history.
Best Practices for Construction Submittal Logs
- Create the initial log before procurement activities begin.
- Use clear package titles tied to specification sections and systems.
- Break large packages into manageable submittals when separate reviews are likely.
- Set submission dates by working backward from fabrication and installation needs.
- Record every revision and response without overwriting prior history.
- Track “Approved as Noted” items until all comments are incorporated.
- Identify long-lead materials and critical approvals separately.
- Link submittals to vendors, purchase orders, schedule activities, and installation dates.
- Distribute approved submittals to field teams before installation.
- Review overdue and at-risk items during project coordination meetings.
Common Construction Submittal Log Mistakes
- Creating the log after procurement has already started
- Failing to identify required submittals from the specifications
- Using vague package titles
- Tracking only submission dates and ignoring procurement milestones
- Overwriting revisions instead of preserving the review history
- Treating “Approved as Noted” as complete without reviewing comments
- Failing to assign a responsible preparer or vendor
- Not linking late approvals to schedule risk
- Distributing outdated submittals to field crews
- Closing submittals before required follow-up is complete
Frequently Asked Questions
What is the purpose of a construction submittal log?
A submittal log tracks required documents and samples from initial planning through preparation, review, approval, revision, procurement, field distribution, and closeout.
What types of items belong in a submittal log?
Typical entries include shop drawings, product data, samples, mockups, calculations, delegated-design documents, certificates, test reports, safety data sheets, warranties, operation manuals, and closeout documents.
What is the difference between a submittal and an RFI?
A submittal presents products, materials, fabrication details, or supporting documents for review. An RFI asks for clarification when the contract documents or field conditions do not provide enough information to proceed.
What does “Approved as Noted” mean?
It generally means the submittal may proceed only after the reviewer’s comments are incorporated. Contractors should review every note and confirm whether a revised submission is required under the project procedures.
How should revisions be tracked?
Keep each revision under the same base submittal number while recording the revision number, submission date, response date, response code, reviewer comments, and changes made.
How can a submittal affect the construction schedule?
Late preparation, review, approval, or resubmission can delay procurement, fabrication, delivery, installation, testing, or inspections. The log should connect required approvals to schedule activities and material lead times.
When should a submittal be considered closed?
A submittal should be closed after final approval, completion of required revisions, distribution of the approved information, release for procurement or fabrication, and resolution of all follow-up actions.
Should closeout documents be included?
Yes. Warranties, operation and maintenance manuals, test certificates, training records, spare-parts lists, and record-document requirements can be tracked as closeout submittals.
Maintain Clear Visibility Into Submittal Status and Schedule Risk
A structured construction submittal log helps project teams understand what must be prepared, who is responsible, where each package is in the review process, and which approvals may affect procurement or installation.
Consistent submittal tracking also supports document control, field coordination, purchasing, scheduling, and closeout. SimplySub can help subcontractors organize project documents, RFIs, purchase orders, change orders, photos, job costs, and related project records within one workflow.