Construction Submittals Workflow Explained (With Examples)

What Are Construction Submittals?

Construction submittals are documents submitted by contractors to consultants and clients for review and approval before work proceeds. They verify that proposed materials, equipment, and methods comply with contract requirements and design intent.

For UAE projects, efficient submittal management is critical—delays in submittal approvals ripple through procurement, installation, and ultimately project completion.

Types of Submittals

Shop Drawings

Detailed fabrication drawings prepared by contractors or suppliers showing:

• Exact dimensions and specifications
• Installation details
• Connections and interfaces
• Material specifications

Examples: Structural steel shop drawings, MEP coordination drawings, curtain wall details

Material Submittals

Documentation for proposed materials including:

• Product data sheets
• Technical specifications
• Certificates of compliance
• Samples (physical or digital)

Examples: Concrete mix designs, paint color selections, flooring materials

Equipment Submittals

Information about mechanical and electrical equipment:

• Equipment specifications
• Performance data
• Installation requirements
• Maintenance documentation

Examples: HVAC units, elevator systems, generators

Method Statements

Procedures explaining how work will be executed:

• Sequence of activities
• Safety considerations
• Quality control measures
• Resources required

Examples: Concrete pouring methodology, lifting operations, waterproofing application

The Submittal Approval Chain

UAE Project Hierarchy

Typical UAE submittal workflow involves multiple approval levels:

Level 1: Contractor Review Internal QA/QC review before external submission

Level 2: Subconsultant Review Specialist consultant (structural engineer, MEP engineer) reviews relevant submittals

Level 3: Main Consultant Review Lead consultant (typically architect) provides final technical review

Level 4: Developer/Client Review (optional) Some clients require visibility or approval for certain submittals

Approval Statuses

Standard submittal response codes:

A - Approved: Work may proceed as submitted

B - Approved as Noted: Work may proceed with minor modifications noted

C - Revise and Resubmit: Significant issues require resubmission before work proceeds

D - Rejected: Submittal not acceptable; major revision or alternative required

Workflow Example: Shop Drawing Submittal

Step 1: Preparation (Contractor)

Specialist subcontractor prepares shop drawings:

• Structural steel fabricator develops detailed connection drawings
• Internal review ensures compliance with contract drawings
• Submittal package compiled with cover sheet

Step 2: Contractor Submission

Main contractor:

• Reviews submittal for completeness
• Assigns submittal number (e.g., SUB-STR-001-R0)
• Submits to consultant with transmittal

Step 3: Subconsultant Review

Structural engineer:

• Reviews against structural design drawings
• Checks calculations and specifications
• Provides comments or approval
• Returns to main consultant

Step 4: Main Consultant Review

Architect/lead consultant:

• Reviews subconsultant comments
• Checks coordination with other disciplines
• Issues final response to contractor

Step 5: Response Handling

If approved: Contractor proceeds to fabrication

If revise and resubmit:

• Contractor addresses comments
• Resubmits as revision (SUB-STR-001-R1)
• Process repeats until approved

Common Submittal Bottlenecks

Incomplete Submissions

Problem: Submittals missing required information returned without review

Solution: Submittal checklists ensuring completeness before submission

Unclear Routing

Problem: Submittals sent to wrong reviewer, bouncing between parties

Solution: Clear workflow definition by submittal type and discipline

Long Review Cycles

Problem: Submittals sitting in review queues for weeks

Solution: Response time tracking with escalation for overdue items

Lost in Email

Problem: Submittals buried in email, status unknown

Solution: Centralized submittal tracking system replacing email workflows

Version Confusion

Problem: Reviews based on superseded versions

Solution: Automatic version control with clear current/superseded status

Submittal Response Time Benchmarks

Industry standards for response times:

UAE reality: Many projects exceed these targets due to workflow inefficiencies.

Best Practices for UAE Submittals

1. Establish Submittal Schedule

Create a submittal register early showing:

• All required submittals
• Required submission dates (based on procurement/installation needs)
• Expected review duration
• Critical path items

2. Define Approval Matrix

Document which reviewers approve which submittal types:

3. Implement Submittal Software

Replace email-based workflows with dedicated systems providing:

• Automatic routing to correct reviewers
• Status visibility for all parties
• Response time tracking
• Revision management
• Audit trails

4. Hold Submittal Coordination Meetings

Weekly meetings to:

• Review overdue submittals
• Escalate blocked items
• Coordinate multi-discipline reviews
• Align submittal and procurement schedules

5. Track and Report Metrics

Monitor submittal health:

• Submittals pending by duration
• Average response time by reviewer
• First-time approval rate
• Revision cycles per submittal

Impact of Delayed Submittals

Procurement Delays

Materials cannot be ordered until submittals are approved. Long review cycles push back material delivery dates.

Installation Delays

Work cannot proceed without approved shop drawings. Crews wait or move to other areas.

Schedule Impact

Submittal delays compound through the project:

• 2-week submittal delay
• • 4-week procurement lead time
• • Installation sequence dependencies
• = Multi-week schedule impact

Financial Consequences

Delays lead to:

• Extension of time claims
• Acceleration costs
• Resource inefficiencies
• Potential liquidated damages

How Arkan Streamlines Submittals

Arkan's submittal module addresses common workflow challenges:

Configurable workflows: Define approval chains by submittal type and discipline matching UAE project hierarchies.

Automatic routing: Submittals route to correct reviewers without manual forwarding.

Status visibility: All parties see real-time submittal status—no more status inquiry emails.

Response tracking: Dashboard highlighting overdue items with automatic reminder notifications.

Revision management: Clear tracking of revisions with full history and comparison tools.

Complete audit trails: Every action logged for claims documentation and dispute resolution.

See how Arkan manages submittals → Book a Demo

Frequently Asked Questions

What is a construction submittal?

A construction submittal is documentation submitted by contractors for review and approval before work proceeds. Submittals verify that proposed materials, equipment, and methods comply with contract requirements.

Why are submittals important?

Submittals ensure quality and compliance. They allow consultants to verify contractor proposals before irreversible work proceeds. They also create documentation for project records.

How long should submittal review take?

Industry standards suggest 7-14 working days depending on complexity. Complex shop drawings may need longer. Simple product data should be faster.

What happens if a submittal is rejected?

Rejected submittals require revision and resubmission. The contractor addresses reviewer comments, updates the submission, and routes it through the approval chain again.

How can I speed up submittal approvals?

Key strategies: submit complete documentation, use submittal software for efficient routing, track response times, escalate overdue items, and hold regular coordination meetings.

Conclusion

Submittal management significantly impacts project success. Efficient workflows—with clear routing, status visibility, and response tracking—reduce delays and keep projects on schedule.

For UAE projects with complex approval hierarchies, dedicated submittal software delivers substantial value over email-based processes.

Ready to streamline your submittal workflow?

Request Demo | See All Features