Build the log from the issued project manual, drawings and submission procedure. Track a stable item ID, the current revision, required contents, reviewer, planned and actual dates, disposition and unresolved conditions. Update the record when a submission or response changes.
Start with requirements rather than received files
Read the project manual’s submission requirements section by section. Add the required items before packages arrive, then reconcile drawing notes, equipment schedules and addenda. Record the exact project paragraph behind each row so another reviewer can check why the item is required.
Decide whether several related documents belong in one package or separate review rows. Use the project’s submission procedure and the decisions required. A system package may include product data, shop drawings and calculations while retaining one stable identity.
Fields in the free template
| Field | How to use it |
|---|---|
| Submittal ID | A stable identifier for the item; retain it when revisions arrive. |
| Specification section and paragraph | The actual project requirement that calls for the submission. |
| Item / location | The equipment, assembly, system or area covered. |
| Required contents | The drawings, data, samples or reports the project requires. |
| Submitting party | The trade or supplier responsible for assembling the package. |
| Required reviewer | The person or authority assigned by the project procedure. |
| Needed on site | The date the work or delivery needs the item. |
| Procurement allowance | The confirmed time needed after the required release. |
| Planned submission / return | The review dates coordinated with the project schedule. |
| Actual submitted / returned | The dates when the recorded revision moved through review. |
| Revision / governing design issue | The submitted version and the design baseline used to review it. |
| Disposition / open conditions | The authorized review status and unresolved requirements. |
| Response / closure evidence | The response reference and the evidence supporting closure. |
The file contains twelve blank rows. Add rows as needed, adapt the field names to your project and preserve actual references. It is an editable working template, not a prefilled project register.
Work backward from the required decision
Start with the date the team needs the reviewed item for procurement or installation. Confirm the supplier’s lead time and the project’s required review period, then plan a submission date with room for a response and possible resubmission. Record who confirmed each timing assumption.
For a hypothetical door-hardware package, work backward from frame preparation and hardware ordering, not only the door installation date. If the hardware function affects wiring or frame preparation, connect those decisions to the same package. Replace the example with the real project sequence and dates.
Keep revisions and comments connected
Retain the item ID when a revised package arrives. Record its revision and actual submission date, then link the response to the prior comments. Keep earlier files available so the reviewer can distinguish a new submission from an unchanged package with a new cover sheet.
The disposition and outstanding conditions should be readable without opening every attachment. Use the exact project terminology for the review status. A returned package may still require a resubmission or another decision before procurement can proceed.
Review the log for unresolved handoffs
Check items with no submitting party, no reviewer, an unknown lead time or no planned response date. Identify which open comments affect another trade’s package. Report the missing decision and responsible person so the next coordination meeting can resolve it.
Keep the log’s administrative status separate from the technical review comments. “Returned” describes an event; it does not explain whether the requested correction was made. Use the submittal review checklist for that source comparison and backcheck.
Source and use with your project documents
UFGS 01 33 00 provides a federal example of submittal identification, register maintenance, review actions and scheduling. Source checked October 13, 2026. Your issued project documents establish the submission requirements and timing for your work.
If a submission depends on an owner brief, room data sheet or project-specific requirement, include that reference in the review. The design criteria review guide shows how to connect a requirement to its design response.