The reasons why a submittal record has to be comprehensive and why it needs to have a uniform form have already been covered in this article. The required components of a submission log will be discussed in this portion of the article. These components must be included in the submittal log in order to produce a comprehensive and standardised log. The following is a list of the most important things that may be found in a reliable submission log.

Automated Form Number

This distinguishes one form in a submission log from another. The exact document being submitted to the submittal log record is indicated by a string of letters or digits. This kind of approach might enable you to organise and follow in your submission log. Thanks to our finest method—a unique file organisation that guarantees a quick track record for file finding and removes mistakes—the documents you submit will never be duplicated. The automatic system creates a unique code for every document using many techniques.

• Sequential: This is based on the number of times the document is updated. 001, 002, 003….
• Date-Based: This format is also a kind of sequential format but based on dates. YYYY/MM/DD (2012-11-23)
• Category Based: This format is much more specific compared to the other two. It combines an acronym or a shortcut of the document category and a sequential number for the number of times the document is updated. Maintenance Form, year, number (e.g, MTN-2024-01)
• Barcodes: You can integrate a character generator to give a unique code for each document.

Date of Submission

There is a place on your submittal record where you may enter the date when the document was made available for submission. Rather than indicating the date the document was authorised or evaluated, it is essential that this just indicate the date the document was submitted. The main point of this field is to monitor the progress of the project and to ensure that all submissions are made on time and in accordance with the schedules that have been specified. As the outcome of this, delays in approvals are eliminated, which contributes to timely compliance with the requirements of quality control, regulatory bodies, and contractual obligations. It is recommended that you practice adhering to a single date format. A misunderstanding of the dates might actually be a tragedy waiting to happen. (MM-DD-YYYY, YYYY-MM-DD).

Submittal Type

In this section of your submittal logs, documents that are being submitted for evaluation and approval are primarily categorised into the appropriate categories. This system takes care of organising all of the papers, which makes it easier to figure out what should be reviewed and approved first. As a result of this, tracking is made simpler for everyone involved since the papers are organised into categories. The following is a list of common types of submittals that are used in construction documents:

Submittal Description

This is supplementary to your submittal type. This provides a short yet clear description of the type of document you submitted. It helps stakeholders immediately grasp the idea of the document that needs approval or review without the need to open the file. This is important in your submittal log since it provides clarity and clearly states what the submittal is and its purpose. This also reduces misunderstandings and facilitates mutual understanding in communication between the submitting parties and receiving parties.