Submittals are one of the most important checkpoints in the Construction Administration phase. They are the contractor’s way of confirming that the materials, systems, and components being installed align with the architect’s design intent.

In theory, the process is simple: the contractor submits documentation, the architect reviews it, and construction continues.

But in practice? Submittals often become one of the biggest bottlenecks in the entire project.

Stacks of shop drawings arrive at once. Product data sheets fill inboxes. Samples require review. Consultants must provide input.

Without a structured workflow, the process quickly becomes overwhelming.

And when submittals slow down, the entire construction schedule can suffer.

What Submittals Actually Represent

Many people think of submittals as paperwork.

But they are much more than that.

Submittals are the contractor’s formal confirmation that what they intend to build matches the design documents. They include shop drawings, product data, samples, mockups, and certifications.

Through submittal reviews, architects verify that the contractor understands the design and is proposing appropriate materials and systems.

When handled correctly, submittals protect the integrity of the design.

When handled poorly, they introduce risk.

Why Submittals Often Become a Bottleneck

Several factors commonly cause delays in the submittal review process.

Large Volumes Submitted Simultaneously

Contractors often submit large batches of submittals at once.

While this may help them keep construction moving, it can overwhelm the design team if the review process is not well organized.

When architects suddenly receive dozens of submittals in a short timeframe, prioritization becomes difficult.

Lack of Defined Review Responsibilities

Many submittals require input from consultants such as structural engineers or mechanical designers.

If responsibilities are unclear, submittals may circulate between team members before reaching the correct reviewer.

This lack of coordination creates unnecessary delays.

Unclear Review Timelines

Another common issue is the absence of clear review timelines.

Contractors need predictable schedules. If they do not know how long reviews will take, project planning becomes difficult.

Establishing clear review expectations improves coordination between all parties.

Building an Effective Submittal Workflow

A strong submittal review workflow provides clarity for both the design team and the contractor.

Key elements include:

• centralized tracking of all submittals

• defined review sequences between architects and consultants

• documented review comments

• clear approval categories (approved, approved as noted, revise and resubmit)

These systems ensure that the review process remains transparent and efficient.

Conclusion

Submittals are not administrative tasks. They are critical quality control checkpoints during construction.

By implementing a clear workflow for submittal reviews, architecture firms can maintain design integrity while keeping construction schedules on track.

When the process is structured, submittals stop feeling overwhelming and start functioning as a reliable part of project coordination.

Frequently Asked Questions

1. What types of documents are included in submittals?
Submittals typically include shop drawings, product data sheets, material samples, certifications, and mockups that demonstrate compliance with the design documents.

2. Why are submittals important during Construction Administration?
Submittals allow architects to verify that the contractor’s proposed materials and systems align with the design intent before installation occurs.

3. How long should submittal reviews take?
Review timelines vary depending on project complexity, but many projects establish review windows of 7 to 14 days to maintain construction progress.

4. What happens when a submittal is rejected?
If a submittal does not comply with the design intent, it may be marked “revise and resubmit,” requiring the contractor to provide corrected documentation.

5. How can firms improve submittal management?
Implementing centralized tracking systems, clear review responsibilities, and standardized documentation significantly improves efficiency.