Submittals are one of the most critical yet often misunderstood parts of construction project management. Delays in submittal approval can cascade through your entire schedule, costing time and money. Understanding how to read submittal requirements, create compliant packages, and track approvals is essential for any roofing contractor.
This comprehensive guide covers everything from basic submittal types to advanced shop drawing creation, helping you streamline your submittal process and avoid the common mistakes that plague contractors.
What Are Submittals?
Submittals are documents and samples that contractors provide to architects and engineers for review and approval before procuring or installing materials. They demonstrate that the materials and methods you plan to use comply with the contract documents (plans and specifications).
Purpose of Submittals
- • Verify proposed materials meet specification requirements
- • Demonstrate understanding of design intent
- • Allow coordination between trades
- • Create record of approved materials for warranty
- • Protect contractor from non-compliant material claims
Important: Submittal approval does NOT relieve the contractor of responsibility to comply with contract documents. The architect's review is for general conformance only.
Types of Submittals
Different submittals serve different purposes. Understanding what's required for your project is the first step to successful submittal management.
1. Product Data Submittals
Manufacturer's printed literature showing technical specifications, performance data, and installation instructions.
Common Roofing Product Data:
- • Membrane specifications (TPO, EPDM, PVC)
- • Insulation board technical data sheets
- • Fastener and plate specifications
- • Sealant and adhesive product data
- • Metal flashing specifications
- • Roof drain and scupper cut sheets
Pro Tip: Highlight specific features that demonstrate compliance with specs. Don't submit the entire 50-page catalog.
2. Shop Drawings
Custom drawings prepared by the contractor showing how work will be fabricated and installed. These are YOUR drawings, not the architect's.
Typical Shop Drawings for Roofing:
- • Roof plan showing seam layout and drainage
- • Edge metal profiles and termination details
- • Penetration flashing details
- • Parapet cap and counterflashing details
- • Expansion joint details
- • Equipment curb and screen details
Key Point: Shop drawings show HOW you'll execute the design. They must include dimensions, materials, and installation methods.
3. Samples
Physical samples of materials for architect review of color, texture, and quality.
Common Roofing Samples:
- • Membrane color chips (if color options available)
- • Metal flashing samples showing finish and gauge
- • Coping cap profiles and finishes
- • Walkway pad samples
4. Other Submittal Types
- Mock-ups: Full-scale sections showing installation quality and appearance
- Certificates: Fire ratings, FM approvals, warranty certificates
- Test Reports: Wind uplift ratings, fire test results, ASTM compliance
- Manufacturer Instructions: Installation manuals and application guides
Reading Submittal Requirements in Specs
Every specification section contains submittal requirements. Missing them means rejection and delay. Here's how to identify what's required:
Where to Look in Specifications
Division 01 - General Requirements
Section 01 33 00 defines general submittal procedures, review times, and format requirements
Part 1 - Submittals (in each section)
Look for article 1.6 or 1.7 titled "Submittals" in your specific section (e.g., 07 50 00 Membrane Roofing)
Part 2 - Products
May specify submittal requirements for specific products or systems
Common Submittal Language in Specs
"Submit product data for all roofing membrane and accessories"
Means: Product data sheets required for membrane, adhesives, fasteners, plates, etc.
"Submit shop drawings showing roof plan and all penetration details"
Means: You must create custom drawings - manufacturer standard details may not be sufficient
"Submit manufacturer's warranty and FM approval certificate"
Means: Specific certificates required - product data alone is not enough
Organizing Submittal Packages
A well-organized submittal package speeds review and demonstrates professionalism. Follow this proven structure:
Professional Submittal Package Format
- 1.Transmittal Letter - Cover sheet with project name, spec section, submittal number, and item list
- 2.Table of Contents - List all enclosed items with page numbers
- 3.Shop Drawings - Custom drawings first (if applicable)
- 4.Product Data - Organized by system component (membrane, insulation, flashings)
- 5.Certificates & Test Reports - FM approvals, fire ratings, warranty forms
✓ Best Practices
- • Use highlighting to call out compliance features
- • Include spec section reference on each page
- • Number all pages sequentially
- • Include full product names and model numbers
- • Submit PDF format unless physical samples required
✗ Avoid These Mistakes
- • Submitting entire manufacturer catalogs
- • No highlighting or organization
- • Missing required certificates
- • Illegible copied pages
- • No transmittal letter or tracking number
Creating Shop Drawings Basics
Shop drawings are YOUR interpretation of how to execute the design. They require more effort than product data but demonstrate understanding and build confidence.
Essential Elements of Shop Drawings
Title Block
Project name, drawing number, date, revision, contractor info
Scale
Clearly indicated scale (typically 1/4" = 1'-0" for details)
Dimensions
All critical dimensions called out, not just scaled
Materials
All materials labeled with specifications
Notes
Installation notes and special requirements
References
Reference to spec sections and plan sheets
Common Shop Drawing Types for Roofing
Roof Layout Plan
Shows membrane seam layout, drainage patterns, and all roof-mounted equipment
- • Membrane roll direction and seam spacing
- • Drain locations and slope arrows
- • Penetration locations
- • Control joint locations
Edge Metal Details
Profile details for gravel stop, fascia, coping caps, counterflashing
- • Material gauge and finish
- • Fastener spacing and type
- • Cleat and splice details
- • Corner and end treatments
Penetration Flashings
Details for pipes, conduits, HVAC curbs, equipment supports
- • Base flashing height and attachment
- • Counterflashing details
- • Sealant locations
- • Pitch pan details (if unavoidable)
Pro Tip: Start with manufacturer standard details and modify them to match your specific project conditions. Don't reinvent the wheel.
Submittal Log & Tracking
Managing multiple submittals across a project requires systematic tracking. A submittal log is essential for staying organized and meeting schedule requirements.
| Sub # | Spec Section | Description | Submit Date | Return Date | Status |
|---|---|---|---|---|---|
| 07-001 | 07 50 00 | TPO Membrane & Accessories | 02/15/25 | 03/01/25 | Approved |
| 07-002 | 07 21 00 | Roof Insulation | 02/15/25 | - | In Review |
| 07-003 | 07 62 00 | Sheet Metal Flashings | 02/20/25 | 03/05/25 | Revise & Resubmit |
Understanding Submittal Response Codes
Proceed with work. No resubmittal required.
Proceed, but comply with architect's notes. May require resubmittal.
Make corrections and resubmit. Do NOT proceed with work.
Not acceptable. Major revisions required before resubmittal.
Tracking Tips
- • Build submittal schedule early - work backward from install dates
- • Allow 2-4 weeks for architect review (check contract)
- • Track lead times for material procurement after approval
- • Follow up on submittals approaching review deadline
- • Keep master log updated and share with project team
Common Submittal Mistakes
Learn from the mistakes that plague contractors and delay projects. Avoid these pitfalls:
Submitting Too Late
Problem:
Waiting until you need to order materials to submit. Review takes time.
Solution:
Create submittal schedule at project start. Submit immediately after contract award.
Incomplete Packages
Problem:
Missing required certificates, test reports, or product data. Results in rejection.
Solution:
Create checklist from specs before compiling submittal. Verify all items included.
Generic Product Data
Problem:
Submitting 50-page catalogs without highlighting compliance features.
Solution:
Extract relevant pages only. Highlight and annotate to show spec compliance.
Wrong Product Submitted
Problem:
Submitting product that doesn't meet minimum spec requirements.
Solution:
Read specs carefully. Compare product specs line by line before submitting.
No Shop Drawings When Required
Problem:
Thinking manufacturer standard details are sufficient when custom drawings required.
Solution:
If specs say "submit shop drawings," you must create project-specific drawings.
Poor Shop Drawing Quality
Problem:
Hand sketches, missing dimensions, unclear notes, no title block.
Solution:
Use CAD software. Include all required elements. Make drawings professional quality.
Not Reading Architect Comments
Problem:
Receiving "Approved as Noted" and ignoring the notes.
Solution:
Carefully read all architect comments. Comply with notes or risk warranty issues.
No Submittal Tracking
Problem:
Losing track of what's been submitted, what's approved, what needs resubmittal.
Solution:
Maintain detailed submittal log. Update immediately when submittals returned.
Tools & Software
Professional tools make submittal creation and tracking more efficient. Here are the industry standards:
AutoCAD
Industry-standard CAD software for creating professional shop drawings. Full 2D and 3D capabilities.
Best For:
- • Complex detail drawings
- • Sheet metal fabrication drawings
- • Roof layout plans
- • Professional presentation
SketchUp
User-friendly 3D modeling software. Easier learning curve than AutoCAD for basic shop drawings.
Best For:
- • 3D visualization of details
- • Quick concept drawings
- • Smaller contractors just starting
- • Free version available
Bluebeam Revu
Essential for compiling, marking up, and organizing PDF submittal packages.
Best For:
- • Highlighting product data sheets
- • Combining multiple PDFs
- • Adding notes and callouts
- • Creating transmittal sheets
Excel / Google Sheets
Critical for maintaining submittal logs and tracking review status.
Best For:
- • Submittal log maintenance
- • Tracking approval status
- • Schedule coordination
- • Team collaboration
Project Management Software
Many contractors use dedicated construction management platforms with built-in submittal tracking:
Procore
Full-featured construction management with submittal module
PlanGrid
Document management with submittal workflow
Buildertrend
Great for smaller contractors, includes submittal tracking
Master the Complete Submittal Process
Take the full Construction Submittals course and learn to create professional shop drawings, organize compliant packages, and manage submittal schedules like a pro. Includes AutoCAD templates, submittal checklists, and real-world examples.
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