Documents & records
Submittal
A submittal is the proof, sent up front, that the material or assembly a sub intends to install actually meets what the specification called for. It can be a manufacturer's data sheet, a fabricator's shop drawing, a physical sample or a mock-up. The architect or engineer reviews and stamps it — approved, approved as noted, or revise and resubmit — and nothing should be fabricated or ordered until that review clears.
How it shows up on site
Every spec section that names a product usually requires a submittal for it. The sub prepares the package, the GC checks it and forwards it to the design team, and the stamped return sets what is allowed to be bought and built. Installing off an unapproved or rejected submittal is one of the most common ways work ends up as a nonconformance.
What proves it
At inspection, the approved submittal is the baseline you check the installed product against: model number, finish, rating, dimensions. A photo of the actual product tag or nameplate matched to the approved submittal closes the loop between what was approved and what physically went in.
Related terms
- Submittal registerThe master log that tracks every required submittal, its review status and its due date across the whole job.
- Request for information (RFI)A formal written question from the contractor to the design team when the drawings or specs are unclear, conflicting or incomplete.
- As-built drawingsThe construction drawings marked up to show how the work was actually installed, including every field change from the original design.
- Operation and maintenance (O&M) manualThe compiled package that tells the owner how to run and maintain the installed systems — equipment data, warranties, parts and service intervals.
- Punch listThe running list of incomplete or defective work a contractor has to fix before an area is accepted and closed out.
- Nonconformance report (NCR)A formal record raised when installed work does not meet the drawings, specs or an accepted standard, and the plan to resolve it.
Knowing the term is step one. Proving it is the job.
RTI holds the submit button until every mandatory item is answered and the photos are attached, then chains the record so it can be proven untouched later.