A submittal register lists every submittal the contract requires, before work starts. Building it at the beginning of a job is the single best way to avoid late submittals, missed items and closeout surprises. Here is how to build one from the spec book.
Submittal register, submittal log or submittal schedule?
| Term | What it usually means |
|---|---|
| Submittal register | The complete list of required submittals, built from the specifications at the start of the job. |
| Submittal log | The same list used to track status: dates sent and returned, revision and review action. |
| Submittal schedule | The register with due dates tied to the construction schedule and lead times. |
In practice they are often one spreadsheet. Our free submittal log template covers all three.
Step 1: Read Division 01 first
Section 01 33 00, Submittal Procedures, sets the rules: numbering, format, review times, number of copies and electronic submission requirements. Other Division 01 sections add closeout, sustainable design and quality requirements that create submittals of their own.
Step 2: Go through Part 1 of every section in your scope
Each specification section lists its submittals in Part 1, usually under “Action Submittals” and “Informational Submittals,” and sometimes “Closeout Submittals.” Create one line for each item.
Step 3: Use consistent columns
| Column | Example |
|---|---|
| Spec section & title | 22 42 13.16 Commercial Urinals |
| Submittal number | 224213-001 |
| Description | Urinals, flush valves and carriers |
| Type | Product data, shop drawing, sample, certificate, test report, O&M |
| Action or informational | Action (needs approval) or informational (for record) |
| Responsible party | Your company or supplier |
| Required by date | Based on schedule and lead time |
| Status | Not submitted, under review, approved, approved as noted, revise and resubmit |
Step 4: Add dates that work backwards from the schedule
For each item, start with the date the material must be on site. Subtract the fabrication or delivery lead time, then the review time in Division 01 (often 10 to 15 working days, sometimes more), and time for one resubmittal. The result is the date the submittal must go out.
Step 5: Flag the long-lead and special items
- Long-lead equipment such as switchgear, generators, elevators and custom air handlers
- Delegated design items that need an engineer’s seal
- Samples and mock-ups that need approval before production
- LEED, Buy America or other special documentation
Federal projects: SD numbers
Federal specifications based on the UFGS use submittal descriptions SD-01 through SD-11, from preconstruction submittals and shop drawings to O&M data and closeout. Many agencies also require their own register form. Follow the agency format when it is required.
Keep it current
A register is only useful if it is updated each time a submittal goes out or comes back. Assign one person to keep it, and review it at every project meeting.