Blog Details

How to Request Submittals with Ease and Streamline Communication with Contractors

November 19, 2025

Requesting submittals doesn’t have to be a slow, confusing, or error-prone process. With the right approach and tools, you can create a smooth workflow that keeps contractors informed, reduces back-and-forth communication, and ensures every document is submitted correctly the first time. Here’s how to simplify the entire process:

  1. Start with a Clear Submittal Register

Before construction begins, create a submittal register based on the project specifications.
This includes all required:

  • Shop drawings
  • Product data
  • Material samples
  • BAS/controls submittals
  • Equipment submittals
  • Certifications and test reports

Share this register with contractors so they know exactly what needs to be submitted and when.

  1. Use Standardized Submittal Request Templates

A simple, well-structured Submittal Request Form (SRF) helps avoid confusion.
Include:

  • Spec section
  • Submittal type
  • Due date
  • Description
  • Priority level

Consistent templates reduce errors and ensure contractors send complete information.

  1. Set Clear Deadlines and Review Windows

Establish timelines early:

  • Contractor submit-by dates
  • Consultant review periods
  • Resubmission deadlines

Clear expectations = fewer delays.

  1. Use Construction Software for Tracking

Tools like Procore, Autodesk Build, Submittal Link, Asana, or even Excel make submittal tracking effortless.
These tools help you:

  • Assign submittals
  • Send automatic reminders
  • Track review status
  • Store all documents centrally

It eliminates guesswork and prevents lost emails.

  1. Centralize Communication in One Place

Avoid scattered emails. Use:

  • A dedicated submittal inbox
  • Project management software comments
  • Shared drives with version control

This ensures transparency and quick access for everyone.

  1. Provide Examples or Product Standards

If you want specific formats (PDF, stamped drawings, catalog cuts), provide a sample submittal upfront.
This ensures contractors know exactly what an acceptable submittal looks like.

 

  1. Encourage Early Coordination

Ask contractors to start preparing high-priority submittals early, such as:

  • Long-lead equipment
  • HVAC controls submittals
  • Electrical panels or generators
  • Specialized materials

This avoids delays later in the project.

  1. Maintain Consistent Follow-Ups

Use scheduled reminders:

  • Weekly submittal updates
  • Contractor progress checks
  • Pending or overdue notifications

Consistent follow-ups keep the process moving smoothly.

Final Thoughts

When you combine a clear submittal register, consistent templates, centralized communication, and the right digital tools, requesting submittals becomes simple and efficient. By streamlining the process, you minimize delays, improve collaboration with contractors, and keep your project documentation on track from start to finish.

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