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.
Run it with the Photo Gate
Every checklist in the library runs with the submit button locked until its photos exist.
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.
Guides that use it
- How to run a preparatory phase inspectionRun the before-work meeting that confirms submittals, materials, criteria, and preceding work are ready before a definable feature of work starts.
- How to track submittals on a projectBuild and run a submittal register that tracks every shop drawing and product data item from log to approval so no feature starts without the right paper.
- How to write an RFIWrite an RFI that gets a clear, usable answer fast: one specific question, the documents it references, and a proposed answer, instead of a slow round of clarifying questions.
- How to organize as-built drawingsKeep as-built drawings current as the work goes in: red-lining changes as they happen, tracing each to its RFI or change, and backing concealed runs with dated photos.
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.
- Pre-installation meetingA coordination meeting before a scope starts, aligning the installing trade, related trades, and QC on submittals, conditions, and sequence.
- TraceabilityBeing able to tie a piece of installed work back to the material, submittal, inspection and photo that stand behind 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.
30-day trial · No card required