Construction Transmittal Template
Download a construction transmittal template to document drawings, submittals, RFIs, samples, and other project records sent between contractors, consultants, owners, and vendors.
Create a Clear Record of Construction Documents Sent and Received
A construction transmittal provides a formal record of drawings, submittals, specifications, RFIs, samples, reports, and other project information delivered from one party to another. It identifies what was sent, when it was sent, how it was delivered, why it was issued, and whether acknowledgment or follow-up is required.
This Construction Transmittal Template is designed for subcontractors, specialty contractors, general contractors, project managers, project engineers, estimators, superintendents, architects, engineers, consultants, suppliers, manufacturers, owners’ representatives, and document-control teams.
What Is a Construction Transmittal?
A construction transmittal is a cover record used when project documents, files, samples, or other deliverables are formally distributed. It creates a traceable link between the sender, recipient, transmitted items, delivery method, issue purpose, and required response.
Unlike the transmitted documents themselves, the transmittal does not provide technical approval or contractual direction. Its primary purpose is to document custody, distribution, receipt, and the reason the information was issued.
When to Use This Template
- Sending drawings, sketches, or revised plan sheets
- Submitting shop drawings, product data, samples, or calculations
- Distributing RFIs, responses, and supporting attachments
- Delivering specifications, addenda, bulletins, or field instructions
- Forwarding inspection reports, test results, or certificates
- Issuing warranties, operation manuals, and closeout documents
- Transmitting purchase documents or vendor information
- Sending physical samples, mockups, or material certificates
- Recording hand delivery, courier delivery, email, or file-transfer activity
- Requesting acknowledgment, review, approval, or return
Who Should Use This Template?
This template is suitable for subcontractors, specialty contractors, general contractors, project managers, project engineers, superintendents, document controllers, architects, engineers, consultants, owners’ representatives, suppliers, vendors, fabricators, and manufacturers.
It can support document exchange on commercial, industrial, institutional, residential, civil, utility, infrastructure, renovation, tenant-improvement, service, and specialty construction projects.
What a Construction Transmittal Should Include
| Transmittal Section | Purpose |
|---|---|
| Transmittal Identification | Records the transmittal number, project, date, revision, and current status. |
| Sender and Recipient | Identifies the companies, contacts, addresses, and distribution list. |
| Transmitted Items | Lists each drawing, document, sample, file, or package included. |
| Issue Purpose | States whether items are sent for review, approval, information, coordination, record, fabrication, or construction. |
| Delivery Details | Records the delivery method, tracking information, file location, and date sent. |
| Required Action | Explains the requested response, responsible party, and due date. |
| Receipt Confirmation | Documents acknowledgment, receipt date, recipient, and any missing or damaged items. |
| Supporting References | Connects the transmittal to submittals, RFIs, drawings, change orders, purchase orders, and closeout records. |
How to Use the Template
- Assign a unique transmittal number that follows the project numbering convention.
- Enter the project name, project number, date, sender, recipient, and copied parties.
- List every transmitted item separately with its document number, title, revision, date, quantity, and file format.
- State why each item is being sent, such as for approval, review, coordination, information, record, fabrication, or construction.
- Record the delivery method and any courier, email, or file-transfer reference.
- Identify required action, responsible party, and response deadline.
- Attach or reference the documents, samples, or files covered by the transmittal.
- Request acknowledgment when receipt must be confirmed.
- Record the receipt date, recipient, and any exceptions.
- Preserve the completed transmittal with the related project records.
A glazing subcontractor sends revised storefront shop drawings to the general contractor after receiving architect comments. The transmittal lists the shop drawing number, revision, sheet count, related submittal number, and response to each comment. It identifies the package as “For Approval,” requests a response within five business days, and records the secure file-transfer reference used for delivery.
Best Practices for Construction Transmittals
- Use a unique, sequential transmittal number.
- List each transmitted item on a separate line.
- Record document numbers, titles, revisions, and dates exactly.
- State the issue purpose clearly.
- Identify required action and response deadlines.
- Distinguish original files from revised or superseded versions.
- Record the delivery method and tracking reference.
- Request acknowledgment for critical or time-sensitive information.
- Keep proof of delivery with the completed transmittal.
- Link the transmittal to related project records.
Common Construction Transmittal Mistakes
- Failing to assign a unique transmittal number
- Using vague descriptions of transmitted items
- Omitting revision numbers or document dates
- Sending several files without an itemized list
- Failing to state whether action is required
- Not recording the delivery method or tracking number
- Failing to request acknowledgment for critical items
- Mixing superseded and current documents in one package
- Assuming a transmittal authorizes added scope or cost
- Not retaining the final record and proof of delivery
Frequently Asked Questions
What is the purpose of a construction transmittal?
A transmittal creates a formal record of project information or physical items sent from one party to another, including what was sent, when it was sent, why it was issued, and whether a response is required.
What is the difference between a transmittal and a submittal?
A submittal is the technical package presented for review, such as shop drawings or product data. A transmittal is the delivery record that accompanies and identifies the package.
Does a transmittal prove that documents were approved?
No. It can prove that documents were sent or received, but approval must be documented through the applicable review, response, or authorization process.
Should email attachments have a transmittal?
Critical project documents should have a formal transmittal or equivalent distribution record, even when they are sent by email. The transmittal helps preserve document titles, revisions, recipients, and issue purpose.
What issue purposes should be available?
Common purposes include for approval, for review, for information, for coordination, for record, for fabrication, for construction, as requested, and returned for correction.
How should revised documents be handled?
List the new revision clearly, identify any superseded version, and state whether the prior document must be removed from use or returned.
When should receipt acknowledgment be requested?
Request acknowledgment for time-sensitive documents, physical samples, original records, critical approvals, legal notices, or any package where delivery must be confirmed.
Can one transmittal include multiple documents?
Yes. Each document or item should appear on a separate line with enough detail for the recipient to verify the complete package.
Maintain a Reliable Record of Project Information Exchange
A structured construction transmittal helps project teams verify what was sent, who received it, which revision was issued, and what action is expected. This reduces uncertainty when drawings, submittals, reports, samples, and other project records move between companies.
Consistent transmittal records support document control, coordination, review, procurement, fabrication, field distribution, and closeout. SimplySub can help subcontractors organize documents, submittals, RFIs, purchase orders, photos, change orders, and other project records within one workflow.