Submittal Log and Register
Track shop drawings, product data, and samples through each review cycle with a clear submittal register. Use it to see status, due dates, resubmittals, and distribution notes in one place.
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Overview
This Submittal Log and Register template is built to track project submittals from first submission through review, approval, resubmittal, and distribution. It gives you one place to record the submittal number, title, type, spec section, discipline, reviewer, due dates, review round, and final disposition so the team can see what is waiting, what is approved, and what needs action.
Use it when a project depends on controlled review of shop drawings, product data, samples, or other deliverables that must be checked before work proceeds. It is especially helpful on construction and engineering projects where multiple reviewers, consultants, or vendors are involved and version control matters. The register becomes the working record for deadlines, returned comments, and approved releases.
Do not use it as a catch-all document list for unrelated project files. If you only need a simple file inventory, a lighter tracker is enough. This template is most valuable when there is a real review cycle, a required response, and a need to know exactly what happened after submission. It also works best when one owner keeps the log current and the team agrees on status labels, due-date rules, and what counts as complete.
Standards & compliance context
- Keep the register aligned with the minimum-necessary principle by collecting only the submission and contact fields needed to manage the review.
- If the template is exposed through a public-facing form, make labels, errors, and controls accessible under WCAG 2.1 AA and use clear validation messages.
- Use the log as an audit trail for document control, but retain supporting approvals and correspondence in the project record for traceability.
- If conditional logic is added for different submittal types, make sure it does not hide required follow-up fields that are needed to complete the review record.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Submittal Identification
This section anchors each record to the right project, package, and document type so the team can find it later without guesswork.
- Project Name
- Project Number
- Submittal Number
- Submittal Title
- Submittal Type
Submission Details
These fields capture who sent the submittal, when it arrived, and which spec section or discipline it belongs to for routing and traceability.
- Date Submitted
- Submitted By
- Company
- Specification Section
- Discipline
Review Cycle
This section shows who is reviewing the item, when it was received, when it is due, and which review round is active.
- Current Status
- Reviewer
- Date Received for Review
- Review Due Date
- Review Round
Disposition and Follow-Up
These fields record the outcome, the next action, and the final release details so nothing gets lost after comments are returned.
- Review Result Summary
- Required Action
- Resubmittal Due Date
- Approval Date
- Distribution Notes
How to use this template
- 1. Enter the project identification fields first so every submittal can be tied to the correct project, package, and specification section.
- 2. Create one row per submittal and fill in the submission details, including who submitted it, what discipline it belongs to, and when it was sent.
- 3. Assign the reviewer, current status, review due date, and review round as soon as the item enters the review cycle.
- 4. Update the review result summary and required action immediately after comments are returned so the next step is clear.
- 5. Record the resubmittal due date, approval date, and distribution notes once the item is revised, approved, or released to the next team.
Best practices
- Use a controlled status list such as received, in review, returned, resubmittal required, approved, or distributed so the log stays readable.
- Record the date received for review and the review due date separately so delays are visible and not hidden in comments.
- Keep one row per submittal version and note the review round instead of overwriting the original record.
- Use the spec section and discipline fields to group related items and spot missing packages before they stall the schedule.
- Write the required action in plain language, such as revise dimensions or provide manufacturer cut sheet, so the next owner knows exactly what to do.
- Update distribution notes after approval to show who received the final version and which downstream teams were notified.
- Avoid collecting unnecessary PII in submitted_by or reviewer fields; use only the contact details needed to route the document.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What does this Submittal Log and Register template track?
It tracks each project submittal from identification through review and disposition. The fields cover submittal number, title, type, spec section, reviewer, due dates, review round, and final action. It is designed for shop drawings, product data, samples, and similar project documents.
When should I use a submittal log instead of ad hoc email tracking?
Use this template when multiple parties need to review, approve, or return documents on a schedule. It is especially useful when you need a single audit trail for status, deadlines, and resubmittals. Ad hoc email threads tend to lose the current version, the due date, and the final disposition.
Who usually maintains the submittal register?
A project coordinator, construction administrator, project engineer, or document control owner usually maintains it. The person responsible should be able to update status promptly after each review cycle and confirm distribution to the right stakeholders. If several reviewers are involved, assign one owner for the log to avoid conflicting updates.
How often should the log be updated?
Update it whenever a submittal is received, sent for review, returned, approved, or resubmitted. For active projects, that often means daily or after each document-control handoff. The log works best when it reflects the current status before the next coordination meeting.
Does this template help with compliance or audit trail needs?
Yes, it supports a clear audit trail by recording who submitted the item, when it was received, who reviewed it, and what action was required. That makes it easier to show traceability for project records and change control. It is not a legal record by itself, so keep supporting documents and approvals with the project file.
What are the most common mistakes when using a submittal log?
Common mistakes include leaving out the review round, not updating the due date after a resubmittal, and using vague status labels like "pending" for everything. Another frequent issue is failing to record the final disposition or distribution notes, which makes it hard to prove the latest approved version. This template helps prevent those gaps by separating review, action, and follow-up fields.
Can I customize this for different project types or disciplines?
Yes, you can tailor the submittal type, discipline, and spec section fields to fit architecture, engineering, construction, manufacturing, or facilities work. You can also add conditional logic for discipline-specific review steps or required attachments. Keep the core fields stable so the register stays comparable across projects.
What should be included in the distribution notes?
Use distribution notes to record who received the approved or returned submittal, what version was sent, and any special instructions. This is useful when drawings, samples, or product data must reach multiple teams such as field crews, procurement, or consultants. Clear distribution notes reduce version confusion and missed handoffs.
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