What a submittal is for
Before materials are ordered and installed on a commercial project, the contractor submits documentation showing that the products they plan to use meet the project specifications. The general contractor and the design team — typically the engineer of record — review it and approve it, return it with comments, or ask for a resubmittal. On electrical projects, that can mean hundreds of products, from switchgear and panels to devices and light fixtures.
Before you start
- Read the specification’s submittal requirements. Most project manuals have a section that sets out how submittals must be formatted, numbered and delivered.
- Build a submittal log listing every submittal the specifications require, by section, with due dates.
- Submit long-lead equipment first. Switchgear, transformers, generators and other equipment with long fabrication times can’t be ordered until they’re approved.
The checklist
1. Transmittal or cover sheet
- Project name and number
- Specification section number and title
- Submittal number and revision number
- Contractor and general contractor names and contacts
- Date submitted and date a response is needed
- Short description of what’s included
2. Table of contents
- Every item listed, in the same order as the package
- Fixture or equipment type tags matched to the drawings and schedules
3. Product data (cut sheets)
- A current manufacturer datasheet for every product
- The exact catalog number highlighted or marked on each sheet
- Selected options clearly indicated — voltage, ratings, finish, mounting, accessories
- Options that don’t apply crossed out, so there’s no confusion
4. Shop drawings (where required)
- Manufacturer drawings for engineered equipment such as switchgear, switchboards and panelboards
- Ratings, dimensions and configurations that match the project documents
5. Compliance and deviations
- A statement that the package complies with the specification, or
- A clear list of every deviation or substitution, with the reason for each
6. Supporting documents (where required)
- Listings and certifications
- Warranty information
- Installation instructions
- Samples, if the specification calls for them
7. Final check before sending
- Every item required by the specification section is included
- Catalog numbers match between the package, the quote and the order
- The package follows the project’s required format and file naming
- It has been reviewed internally before it goes to the general contractor
After you submit
- Track every submittal — sent, under review, returned and approved — with its due date.
- Read the response carefully. Common responses include approval with no exceptions, approval with corrections noted, a request to revise and resubmit, and rejection. The exact wording varies by project and reviewer.
- Answer every comment in a resubmittal, and increase the revision number.
- Order only what’s approved, and keep catalog numbers consistent between the approved submittal and the purchase order.
- Keep the approved packages — you’ll need the same product data again for closeout documents.
Common mistakes
- Sending a datasheet without marking the exact catalog number and options
- Leaving out deviations and hoping they won’t be noticed
- Submitting long-lead equipment too late
- Using an outdated manufacturer datasheet
- Ordering before the submittal is approved
- Letting the approved catalog number and the ordered catalog number drift apart