Submittals: Overview, definition, and example
What are submittals?
Submittals refer to documents, samples, or other materials that one party provides to another for review, approval, or record-keeping as part of a contract. These are commonly used in construction, manufacturing, and service agreements to ensure compliance with project specifications, industry standards, and contractual requirements.
For example, in a construction project, a contractor might submit architectural drawings, product samples, or material specifications to the project owner or architect for approval before proceeding with the work.
Why are submittals important?
Submittals play a crucial role in verifying that work, materials, or deliverables meet the agreed-upon requirements before implementation. They help prevent errors, delays, or disputes by ensuring that all parties are aligned on expectations before work progresses.
For businesses, a structured submittal process improves quality control, reduces risks, and ensures regulatory or contractual compliance. In industries like construction and engineering, proper documentation of submittals can also serve as a record of approvals and accountability.
Understanding submittals through an example
Imagine a construction company building an office complex. Before installing windows, the contractor submits product specifications and sample materials to the architect for approval. This ensures the windows meet safety, durability, and aesthetic requirements before installation, preventing costly replacements later.
In another scenario, a manufacturer producing custom machinery for a client provides detailed technical drawings and test results before final production. The client reviews and approves these submittals to confirm they meet functional and safety standards before manufacturing begins.
An example of a submittals clause
Here’s how a submittals clause might appear in a contract:
“The Contractor shall submit all required documents, drawings, samples, and other materials as specified in this Agreement for approval before proceeding with work. Failure to provide timely submittals may result in project delays and shall not relieve the Contractor of its obligations.”
Conclusion
Submittals ensure that materials, work, and deliverables comply with contract specifications before they are implemented. They help prevent costly errors, improve quality control, and ensure smooth project execution.By including a submittals clause in contracts, businesses can establish a clear approval process, reduce risks, and maintain accountability in complex projects.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.