Submittal log template
A submittal log that keeps procurement honest: every item tied to a spec section and a responsible sub, with dates in both directions and standard action codes — so long-lead items get flagged early instead of discovered late.
Free, no sign-up. Word format — free to use and adapt in your business.
How to use the submittal log
Build the log at the start of the job from the spec sections, before the first submittal arrives — walk the specifications, list every required submittal, and assign each to a subcontractor or supplier. A log built reactively is always missing the item that becomes a problem.
Update the log every time a submittal moves: received from the sub, sent to the design team, returned with an action. Review it weekly against the procurement schedule, working backward from required-on-site dates through fabrication lead times.
Action codes
Use a consistent set of action codes so the status column means the same thing to everyone. Adjust to match your design team’s stamp if it differs.
| Code | Meaning | What it means for the sub |
|---|---|---|
| A | Approved | Proceed — fabricate / order per the submittal |
| AAN | Approved as noted | Proceed, incorporating the reviewer’s notes — no resubmittal required |
| R&R | Revise and resubmit | Do not proceed — correct and resubmit for review |
| REJ | Rejected | Do not proceed — submittal does not meet the contract documents |
| FRO | For record only | No review action — filed for the project record |
Submittal log
| Sub. # | Spec section | Item description | Responsible sub / supplier | Received from sub | Sent to A/E | Returned | Action | Notes / resubmittal |
|---|---|---|---|---|---|---|---|---|
+ 15 blank rows to fill in in the Word document
Long-lead items
Pull anything with a long fabrication or delivery time onto its own watch list and work the dates backward: required on site, minus lead time, minus review time, minus preparation time = the date the sub must submit. If that date is behind you, it belongs on the next meeting agenda.
| Item | Required on site | Lead time | Must be approved by | Status |
|---|---|---|---|---|
+ 6 blank rows to fill in in the Word document
Submittal discipline
- Log created from the spec sections at project start — not built reactively
- Every submittal has a number, a spec section and one responsible party
- Review turnaround per the contract noted and tracked (commonly 10–14 days — check yours)
- Resubmittals keep the original number with a revision suffix (e.g. 08-11-R1)
- Long-lead items reviewed weekly against the procurement schedule
- No material ordered or fabricated on an R&R or REJ action
Common questions
What is a submittal in construction?
What is the difference between a submittal and an RFI?
Who maintains the submittal log?
What do the action codes on a submittal mean?
When should submittals be scheduled?
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