Submittal Log in Construction: Example & Free Template

Behind every smooth construction project is tight document control. When shop drawings, material data and product samples start moving between contractors and design teams, things can quickly get messy. A well-managed submittal log keeps that flow organized, prevents approval delays and protects your project schedule from unnecessary disruption.

What Is a Submittal In a Construction Project?

In practical terms, a construction submittal is any shop drawing, product data sheet, material sample or technical document a contractor sends to the architect or engineer for review before work proceeds. Its purpose is simple: confirm that what will be purchased, fabricated or installed matches the project specifications and contract documents.

What Is a Submittal Log?

A submittal log is a structured tracking document used in construction projects to manage and control the entire submittal process from identification to final approval. It lists every required construction submittal pulled from the project specifications and tracks who is responsible, when it must be submitted, how long it has been under review and whether it is approved, rejected or pending resubmission. By centralizing this information, the submittal log gives the project team a clear, organized record that supports document control, protects the project schedule and ensures compliance with contract requirements.

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What Should Be Included in a Submittal Log for a Construction Project?

In construction, a submittal is a formal document or physical sample submitted by a contractor or subcontractor to the architect or engineer for review and approval before fabrication, procurement or installation. Construction submittals verify that materials, equipment and systems comply with the contract documents and technical specifications.

• Shop drawings: Detailed drawings prepared by subcontractors or fabricators that show dimensions, materials, connections and installation methods for structural steel, HVAC systems, electrical layouts or other building components.
• Product data: Manufacturer-issued technical sheets describing performance characteristics, materials, model numbers and installation requirements, ensuring selected products meet the project specifications and design intent.
• Material samples: Physical samples of finishes such as flooring, paint, roofing or façade materials submitted for aesthetic approval and quality verification before bulk ordering and installation.
• Equipment data and cut sheets: Technical documentation for major equipment like chillers, generators or elevators, including capacity, power requirements and compliance certifications needed for engineering review.
• Mix designs: Concrete or asphalt mix design submittals prepared by suppliers that specify proportions, strength requirements and testing data to confirm compliance with structural performance criteria.
• Testing and inspection reports: Laboratory and field reports verifying that installed materials, welds, soil compaction or fireproofing meet quality control standards and contract requirements.
• Operation and maintenance manuals: Comprehensive documentation submitted near project closeout containing warranties, maintenance procedures and manufacturer guidance for building systems and equipment.

What Is the Purpose of a Submittal Log?

Across a construction project, submittals don’t just “flow” on their own—they require tracking, follow-up and coordination to move from preparation to approval. The purpose of a submittal log is to actively manage that workflow by assigning responsibility, setting submission dates, tracking review turnaround times and documenting approval status. By clearly showing what has been sent, what is under review, what was rejected and what must be resubmitted, it prevents gaps in communication, reduces procurement risk and protects the project schedule from avoidable delays tied to document control failures.

Beyond that primary objective, a submittal log can also achieve the following secondary purposes:

• Improves coordination between the general contractor, subcontractors and design team by clearly identifying who must prepare, review and approve each shop drawing, product data sheet or material sample before procurement begins.
• Supports procurement tracking by linking approved submittals to material orders, helping teams avoid purchasing non-compliant products that could trigger rework, change orders or costly schedule impacts.
• Creates a documented approval trail that protects the contractor during disputes by showing when submittals were sent, how long reviews took and whether delays were outside the contractor’s control.
• Helps forecast potential schedule risks by highlighting long-lead items and overdue reviews that could affect critical path activities or disrupt planned construction sequencing.
• Strengthens overall document control by centralizing submittal numbers, specification references and revision histories in one place, reducing confusion across RFIs, project schedules and quality control processes.

When to Make a Submittal Log

Most project teams create the submittal log immediately after contract award and before construction activities begin. As soon as the project schedule is being developed and procurement planning starts, the project manager or document control lead compiles submittals from the specifications to avoid early delays.

As construction progresses, the submittal log becomes a live tracking tool that’s reviewed in coordination meetings and updated alongside the construction schedule. It flags overdue reviews, tracks resubmittals and highlights long-lead items affecting procurement. Throughout the build, it supports document control, protects the critical path and keeps subcontractors accountable.

Who Is Responsible for Maintaining a Construction Submittal Log?

On most construction projects, the general contractor is responsible for creating and maintaining the submittal log. In practice, this task is typically handled by the project manager, project engineer or document control specialist. They build the log from the project specifications, update it regularly and coordinate with subcontractors and the design team to keep submittals moving and aligned with the project schedule.

• Project manager: Oversees the entire submittal process, reviews the submittal log during coordination meetings and ensures that pending approvals, long-lead items and critical path activities are not delayed due to incomplete or overdue submittals.
• Project engineer: Often manages the day-to-day tracking of submittals by updating the log, assigning submittal numbers, following up on review turnaround times and coordinating resubmissions when items are rejected or require revisions.
• Subcontractors: Prepare and submit shop drawings, product data and material samples in accordance with the specifications, while responding to review comments and providing corrected resubmittals to keep procurement and fabrication on track.
• Architect or engineer of record: Reviews submitted documents for compliance with the contract documents, marks them as approved, approved as noted or rejected and returns them within the agreed review period to avoid impacting the project timeline.
• Document control specialist: Maintains organized records of all submissions, approval statuses, revision histories and correspondence, ensuring that the submittal log remains accurate, auditable and consistent with other project documentation such as RFIs and change orders.

Submittal Log Template for Excel

This construction submittal log template for Excel helps project teams track, review and manage submittals from receipt through approval. It captures specification references, submission dates, review cycles, status updates and responsible parties, giving contractors clear visibility into pending actions, approval timelines and potential schedule impacts.

Submittal Log Example

Imagine a residential construction project consisting of a 250-unit apartment complex with structured parking, a swimming pool, fitness center and shared amenities. Multiple subcontractors are submitting shop drawings, product data and material samples while procurement and field work move in parallel. Below is a simplified submittal log example for that project.

Free Related Construction Project Management Templates

ProjectManager offers dozens of free construction project management templates designed to help teams track progress, control costs, manage documentation and stay aligned with the project schedule from preconstruction through closeout.

Construction Daily Report Template

This construction daily report template helps project teams document site activity, labor hours, equipment usage, weather conditions and work completed each day, creating a reliable record that supports progress tracking and dispute resolution.

Request for Information (RFI) Template

The RFI template provides a structured format for submitting and tracking clarification requests related to drawings, specifications or scope gaps, helping prevent delays, miscommunication and costly rework during construction execution.

Change Log Template

Use the change log template to record scope changes, design revisions and approved change orders, giving project managers a centralized view of cost impacts, schedule adjustments and decision history throughout the project lifecycle.

ProjectManager Is Ideal for Managing Construction Projects

ProjectManager is award-winning construction project management software built to support projects from planning through closeout. It includes robust tools for creating construction schedules, allocating resources, tracking costs and comparing estimates against actual project performance. With unlimited cloud-based document storage and AI-driven project insights, teams can manage drawings, costs and progress in one centralized platform. Watch the video below to see how it works.

Related Construction Project Management Content

Our content library features over 100 construction blogs, templates, ebooks and other types of content to help construction project managers better understand the many moving parts that must be managed to deliver successful construction projects. Here are some of them.

• 48 Construction Documents (Templates Included)
• Construction Reporting: Types of Construction Reports
• What Are Construction Submittals and Why Are They So Important?
• Construction Document Management: A Quick Guide

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