Construction Submittals for Electrical Contractors: From Device Takeoffs to Approved Packages

Construction submittals are formal documents that contractors send for review and approval before any fabrication or installation begins. These submittals play a critical role in the construction process, ensuring that all materials, products, and systems proposed for use on a project align with the requirements set forth in the design documents, specifications, and applicable codes.

Table of Сontents

1. Understanding Submittals in Construction
2. Types of Submittals in Electrical Construction
3. Device Takeoff to Submittal Log Workflow
4. The Submittal Process for Electrical Packages
5. Building Common Electrical Submittal Packages
6. Best Practices for Electrical Submittals
7. Common Pitfalls and How to Avoid Them
8. Digital Tools and AI
9. Conclusion
10. FAQs

For electrical contractors, the submittal process is particularly crucial. It is the mechanism by which products are locked in, providing certainty that the components installed will meet the project’s needs and comply with all relevant standards. This process also helps avoid disputes by clarifying expectations and preventing situations where the wrong products are installed, which could lead to costly rework or delays.

This will guide you through the journey of construction submittals from the initial device takeoffs all the way to assembling a complete, approved package. By understanding each step, electrical contractors can streamline their workflow, ensure compliance, and protect themselves from potential conflicts during the project.

Understanding Submittals in Construction

Submittal Meaning: What Is a Submittal in Construction?

A submittal in construction is a formal document or collection of documents that contractors provide for review and approval before proceeding with fabrication or installation. These documents are essential for verifying that the materials, products, and systems intended for use on a project meet the requirements outlined in the design documents, specifications, and applicable codes. Submittals serve as a safeguard, helping contractors ensure that what will be installed matches the project’s expectations and complies with industry standards. By submitting these documents, contractors can prevent misunderstandings, minimize the risk of installing incorrect products, and avoid costly rework or delays. The submittal process is a vital step in maintaining quality control and ensuring compliance throughout the construction project. It involves a collaborative review with architects, engineers, and other stakeholders, who check the proposed items against the project requirements before granting approval. This process is particularly crucial for electrical contractors, as it locks in approved products and clarifies expectations for all parties involved.

What Is a Submittal in Construction?

In construction, a submittal is a document or set of documents submitted by contractors to the design team or project owner for approval. Its purpose is to demonstrate that the materials and products proposed for installation meet the project’s specifications, codes, and standards. Submittals typically include product data, material samples, shop drawings, and other relevant documentation. They are reviewed and approved before any work begins, ensuring that the project progresses according to the agreed-upon requirements.

Submittal vs. Submission

While the terms “submittal” and “submission” are often used interchangeably, they have distinct meanings in the construction context. A “submittal” refers specifically to the documents or items presented for approval within the construction process. It is the content being reviewed. “Submission,” on the other hand, is the act of sending or delivering the submittal documents to the appropriate party for review. In summary, a submittal is what is reviewed; submission is the action of providing it.

Types of Submittals in Electrical Construction

In electrical construction, submittals are vital for verifying that the proposed materials, products, and systems meet the project requirements and comply with relevant codes. Electrical contractors must prepare and present various types of submittals, each serving a distinct purpose in the approval and installation process. The following outlines the main types of submittals encountered from an electrical perspective.

Product Data Submittals

Product data submittals consist of detailed information about specific electrical products and components intended for use on the project. They typically include manufacturer specifications, catalog sheets, performance data, and installation instructions. These submittals allow the design team to confirm that the proposed products match the project’s requirements and are suitable for the intended application.

Shop Drawings

Shop drawings provide detailed, project-specific diagrams or layouts prepared by the contractor or supplier. They illustrate how electrical systems, equipment, or assemblies will be fabricated and installed within the project. Shop drawings are essential for verifying coordination with other trades, ensuring proper fit, and confirming compliance with design intent.

Engineering Calculations

Engineering calculations demonstrate that the proposed electrical systems and components will perform as required. These calculations may cover load analysis, short-circuit studies, voltage drop, and other technical aspects. They help establish that the design meets safety standards, code requirements, and project specifications.

Samples / Mockups

Samples and mockups are physical examples of materials or products submitted for approval. They allow the design team to inspect the actual appearance, quality, and compatibility of items before full-scale installation. Samples and mockups are especially important for finishes, fixtures, or custom elements where visual and physical properties must be confirmed.

Certificates / Sustainability Submittals

Certificates and sustainability submittals include documentation that verifies compliance with project requirements related to safety, quality, and environmental standards. Examples include certificates of compliance, warranties, and documentation supporting sustainability goals such as energy efficiency or recycled content. These submittals provide assurance that products meet regulatory, contractual, and environmental criteria.

Device Takeoff to Submittal Log Workflow

A successful device and fixture takeoff is the foundation of the submittal process for electrical projects. It ensures that all necessary products and components are identified from the outset, setting the stage for a seamless transition into the creation of submittal logs and registers.

The Importance of Device/Fixture Takeoff

The process begins with a thorough device and fixture takeoff. This step involves accurately quantifying and listing all devices, lighting fixtures, and equipment required for the project. Estimators use this information to generate detailed schedules that specify the types and quantities of each item. These schedules are essential for tracking what needs to be submitted and installed.

Integration with the Submittal Log

Once the schedules have been prepared, they are used to populate the submittal register or log. Each line item in these schedules corresponds to a required submittal, such as product data, shop drawings, and certificates. This systematic approach ensures that every item is accounted for and that all necessary documentation is prepared for review and approval.

Process Flow

The device takeoff to submittal log workflow for electrical projects involves a series of clearly defined steps, each contributing to the accuracy and completeness of project documentation and material procurement.

• Plan Review: Review construction drawings to identify all required devices and clarify project scope.
• Digital Takeoff: Use digital tools to quantify devices and fixtures, producing detailed lists for tracking.
• Submittal Package Assembly: Assemble submittal packages including product data, drawings, certifications, and samples.
• Submittal Log Population: Enter items into the submittal log to track status and ensure accountability.
• Review and Approval: Submit packages for review, track feedback, and release approved items for procurement.
• Ongoing Coordination: Update the process as designs change, maintain communication to avoid delays.

This structured process streamlines the submittal workflow, helping the project team maintain compliance, reduces errors, and ensures efficient communication between all stakeholders. Ultimately, it supports timely procurement and installation of devices and fixtures, contributing to successful project delivery.

The Submittal Process for Electrical Packages

The submittal process for electrical packages is a critical workflow in the management of construction projects, ensuring that all required materials, products, and systems meet project specifications and are properly documented. This process is typically driven by the electrical project manager (PM) or project engineer (PE), who is responsible for coordinating and tracking all submittal activities from start to finish.

Step-by-Step Submittal Workflow

1. Review Specifications and Submittal Requirements

At the outset, the PM/PE carefully examines the project specifications and submittal requirements. This involves reviewing various divisions, electrical sections, and general requirements to identify what needs to be submitted. The goal is to ensure a thorough understanding of the documentation, testing, and product standards expected for each item.

2. Build and Maintain a Submittal Log

A submittal log is created and maintained, listing all required items according to specification sections and drawing references. This log acts as a central tracking tool, helping maintain accountability and transparency throughout the process.

3. Prepare Submittals

The PM/PE prepares the submittal packages by gathering necessary documents. This includes collecting product cut sheets, filling out relevant data forms, highlighting applicable options, and compiling any required calculations or shop drawings. Each package is assembled to address the specific requirements outlined in the specifications.

4. Internal Quality Control (QC)

Before submission, internal quality control checks are performed. The PM/PE verifies that model numbers match estimates and purchase orders, ensures options align with the specifications, and confirms that quantities are consistent across all documents.

5. General Contractor and Design Team Review

Submittal packages are sent to the general contractor (GC) and design team for review and comment. Responses may include “approved as noted,” “revise and resubmit,” or “rejected,” which guide the next steps in the workflow.

6. Revise and Resubmit

If revisions are required, the PM/PE updates the submittal packages and resubmits them, tracking their status in the log. This iterative process continues until approvals are secured.

7. Issue Approved Packages

Once submittals receive final approval, “approved for construction” packages are issued to the field team and procurement. This step authorizes the use and installation of the specified devices and materials on the project site.

Throughout this process, the electrical PM/PE ensures that submittals are accurate, complete, and compliant with project requirements, supporting successful project delivery.

Building Common Electrical Submittal Packages

Electrical submittal packages are structured collections of documents prepared to meet project specifications and streamline the submittal process. By grouping related materials and information into packages, the review process is simplified and ensures that all relevant submittals remain consistent and aligned throughout the project cycle.

Typical Electrical Submittal Package Examples

• Lighting Fixture Package: Includes product cut sheets, data forms, shop drawings, and calculations for all lighting fixtures specified. This package ensures that fixtures comply with project requirements and allows reviewers to assess options and compatibility in a single submission.
• Switchgear Package: Contains technical documentation, manufacturer data sheets, and relevant calculations for switchgear components. By consolidating switchgear information, reviewers can confirm that all devices meet safety and performance standards efficiently.
• Fire Alarm System Package: Provides cut sheets, wiring diagrams, and product data for all fire alarm components. This comprehensive package allows for a thorough review of system compatibility and adherence to code requirements.

Advantages of Package Grouping

Grouping related submittals into packages streamlines the review process by providing clear, organized documentation for each system or equipment category. This approach keeps all associated materials together, minimizing the risk of discrepancies and facilitating efficient communication between the project team, general contractor, and design reviewers. As a result, the workflow remains aligned and submittal accuracy is maintained, supporting successful project delivery.

Best Practices for Electrical Submittals

• Ensure accuracy and completeness: Carefully check all submittal documents for correct information and full compliance with project requirements before submission. This minimizes the risk of errors and delays in the approval process.
• Group related materials into packages: Organize submittals by system or equipment category, such as lighting fixtures, switchgear, or fire alarm systems. This helps reviewers assess all relevant information at once and maintains consistency throughout the project.
• Maintain clear and organized documentation: Use structured formats and include all necessary technical data, cut sheets, wiring diagrams, and calculations. This facilitates efficient review and keeps communication straightforward between project stakeholders.
• Support alignment and compliance: Ensure that all submittals adhere to project specifications, code requirements, and industry standards. Keeping documentation consistent supports successful project delivery and reduces discrepancies.
• Facilitate communication: Provide well-organized submittal packages to the project team, general contractor, and design reviewers. This approach streamlines the review process, minimizes misunderstandings, and helps maintain workflow alignment.

Common Pitfalls and How to Avoid Them

In the electrical submittal process, several recurring pitfalls can hinder project progress and compromise accuracy. Understanding these common issues—and knowing how to address them—helps ensure that submittals meet project requirements and support efficient review.

• Incomplete or inaccurate documentation: Missing data sheets, calculations, or technical specifications often lead to delays or rejections during the review process.
• Do this instead: Double-check all documents for completeness and accuracy before submission.
• Do this instead: Cross-reference project requirements to ensure all necessary information is included.
• Poor organization of submittals: Submitting scattered documents or combining unrelated materials makes it difficult for reviewers to evaluate compliance and can create confusion.
• Do this instead: Group related materials into packages by system or equipment category.
• Do this instead: Use structured formats to keep all associated documentation together.
• Lack of alignment with project specifications: Failing to adhere to project codes and standards can result in discrepancies and require revisions.
• Do this instead: Review all submittals for consistency with specifications and industry standards.
• Do this instead: Maintain clear and organized documentation to support compliance checks.
• Insufficient communication with stakeholders: Not providing well-organized submittal packages can delay approvals and disrupt workflow alignment among the project team, contractors, and reviewers.
• Do this instead: Facilitate communication by submitting well-organized packages to all stakeholders.
• Do this instead: Keep workflow aligned by minimizing misunderstandings with clear documentation.

By being mindful of these pitfalls and following the suggested approaches, project teams can streamline the electrical submittal process and support successful project delivery.

Digital Tools and AI

Digital tools and AI-driven solutions are transforming the way electrical submittals are managed, offering significant advantages throughout the process. These technologies help streamline workflow, improve accuracy, and facilitate collaboration among stakeholders.

AI and Digital Takeoff for Accurate Device Counts and Schedules

AI-powered takeoff tools enable precise device counting and scheduling by automatically extracting information from project drawings and specifications. This reduces manual errors and ensures that device counts and schedules are consistent throughout the project, supporting compliance and minimizing discrepancies.

Centralized Document Tools for Efficient Submittal Management

Centralized document management platforms make it easier to assemble, track, and revise submittals. By keeping all related materials organized in one place, these tools simplify the review process and help ensure that documentation is complete, current, and easily accessible for all parties involved.

Improving the Front End with Drawer AI

Drawer AI provides enhanced takeoff capabilities, leading to fewer mismatches between design, estimates, and submittal content. By automating and refining the front-end process, Drawer AI helps project teams maintain alignment and accuracy from the outset, supporting smoother project delivery and more reliable outcomes.

Conclusion

In summary, digital tools and AI-driven solutions have become essential for efficient electrical submittal management. By leveraging AI-powered takeoff tools, project teams can achieve more accurate device counts and schedules, reducing manual errors and ensuring consistency across the project. Centralized document management platforms further simplify the assembly and tracking of submittals, making critical information readily accessible to all stakeholders.

Drawer AI, with its advanced takeoff and front-end automation capabilities, stands out as a solution that minimizes mismatches and keeps projects aligned from the start. To experience smoother project delivery and more reliable outcomes, consider integrating Drawer AI into your workflow—request a demo to see it in action and how it can transform your electrical submittal process.

FAQs