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Construction Submittal Register Template

Submittal action codes, register of shop drawings, product data and samples with planned, due-back and needed-on-site dates, weekly review

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Anleitung: Use it at the start of a construction job to track every submittal the specifications require. Fill planned rows from the specifications first, working back from the needed-on-site date. The main pitfall is ordering or installing before the submittal returns with an action code that allows it.

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Submittal Register: [Project name]

A register for tracking construction submittals (shop drawings, product data, samples, test reports and other documents the contractor submits for the design team's review) from planned date through review to the final action. Based on common construction contract administration practice. Replace every [bracketed] value and every row marked Example. Contract terms decide what needs review and how long review takes; this is not legal advice.

FieldValue
Project[Project name and number]
Contract[Form of contract and clause that governs submittals]
Contractor[Company]
Reviewer of record[Architect / engineer / contract administrator]
Contract review period[Example: 10 working days per submission]
Register owner[@document-controller]
Last updatedYYYY-MM-DD

1. Action codes

CodeMeaning (Example)Next step
ANo exceptions takenProceed
BMake corrections notedProceed, incorporate comments; no resubmission unless asked
CRevise and resubmitDo not proceed; resubmit
DRejectedDo not proceed; submit a new proposal
IFor information only, no reviewFile

Many contracts state that review does not relieve the contractor of responsibility for meeting the contract documents. Check what your contract says about the effect of review.

2. Register

Submittal no.RevSpec sectionDescriptionTypePlanned submitActual submitDue backReturnedCodeNeeded on siteStatus
SUB-001 (Example)005 12 00Structural steel connectionsShop drawings2026-11-022026-11-042026-11-182026-11-17C2027-01-11Resubmit
SUB-001 (Example)A05 12 00Structural steel connectionsShop drawings2026-11-252026-11-242026-12-082026-12-04B2027-01-11Released for fabrication
SUB-002 (Example)008 71 00Door hardware setsProduct data2026-12-01n/a2026-12-15n/an/a2027-03-01Not yet submitted
SUB-003 (Example)009 91 23Interior paint coloursSamples2027-01-15n/a2027-01-29n/an/a2027-04-05Not yet submitted
SUB-[NNN][0][Section][Description][Type]YYYY-MM-DDYYYY-MM-DDYYYY-MM-DDYYYY-MM-DD[Code]YYYY-MM-DD[Status]

Example project: the fictional Fernhollow Library and Learning Centre (code FHL), as in construction/rfi-log. Due back = actual (or planned) submission date plus 10 working days.

3. Weekly review

  • Overdue submissions (planned date passed, not submitted): [list].
  • Overdue reviews (due back passed, not returned): [list, escalate per contract].
  • Items at risk (needed on site within lead time plus review time): [list, with mitigation].
  • Resubmissions open: [list].

Standard and licence note

Based on common construction contract administration practice for submittal management. Specification section numbers in the example use the MasterFormat numbering pattern published by CSI and CSC (official text: CSI, purchase or licensed access: https://www.csiresources.org/). All text and the fictional example are original. Template licence: MIT.

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