Submittals Must Be Tracked Systematically Throughout Construction
On a commercial construction project, there can be hundreds of required submittals - shop drawings, product data sheets, samples, test reports, certifications, operation and maintenance manuals, and warranties. Without a systematic approach to tracking submittals, items get lost, delays accumulate, and non-conforming products get installed before they are reviewed. The submittal log is the tracking tool that keeps all submittals visible and accountable. Both the contractor and the architect maintain logs; coordination between them is a key part of construction administration. The ARE PDD and CE exams test submittal management as part of the construction documents and CA service scope.
Types of Submittals
- Shop drawings: Fabricator-produced drawings showing exact dimensions, connections, and configurations for fabricated items (steel, windows, casework, curtain wall).
- Product data: Manufacturer's published data sheets, catalogs, and standard specifications showing that a product meets the specification requirements.
- Samples: Physical examples of materials or finishes for architect review and approval before materials are ordered in quantity. The approved sample becomes the standard for installed work.
- Test reports: Third-party testing documentation confirming that a product meets specified performance criteria.
- Certifications: Written statements from manufacturers or installers confirming compliance with specified requirements.
- Closeout submittals: Operation and maintenance manuals, warranties, as-built drawings, spare parts - submitted at substantial completion.
The Submittal Schedule
Early in construction, the contractor prepares a submittal schedule identifying all required submittals, their planned submission dates, the required review period, and the required approval date to maintain the construction schedule. The Division 01 specifications define the required review period (typically 14–21 calendar days for shop drawings, with additional time for complex items). The submittal schedule aligns with the overall construction schedule - fabrication lead times for long-lead items (steel, specialty glass, elevators) drive early submittal requirements.
The Submittal Log
The submittal log (maintained by the contractor and tracked by the architect) records, for each submittal: the specification section and item number, description, date submitted to architect, architect's review period, date returned, and status (approved, approved as noted, revise and resubmit, rejected). The log makes it immediately visible which submittals are outstanding, which are pending review, and which have been approved.
Architect Review Responsibility
Under AIA B101, the architect must act on submittals with reasonable promptness to avoid delays to construction. If the architect takes longer than the review period stated in the contract documents and this causes a construction delay, the owner may owe the contractor a time extension. The architect's review is limited to conformance with design intent; the contractor remains responsible for all fabrication, installation, and coordination requirements.
Key Exam Points
- Types: shop drawings, product data, samples, test reports, certifications, closeout submittals.
- Submittal schedule: prepared by contractor early in construction; aligns with overall schedule.
- Submittal log: tracks status of all submittals; maintained by contractor; monitored by architect.
- Architect review period typically 14–21 calendar days.
- Delayed architect review may entitle contractor to time extension.
Study PDD on AREprep
AREprep’s PDD flashcards cover every concept on this exam with spaced repetition, and the practice exams mirror the real question formats so the actual test feels familiar.