Submittal Log Template (Excel)

What it's for

This submittal log template tracks every submittal you send out for review on a job: shop drawings, product data sheets, samples, whatever the spec calls for. Log each one the day you send it: the sheet's 40 rows make a construction submittal log, and you can insert more.

A submittal answers "is this the right product," not "what do we do here." For the second kind of question, use the RFI form and keep every RFI on the job in the RFI log beside this one.

Submittal status is the kind of thing that comes up at the job meeting: what's still out, what came back, what needs to be resent. Keep this log open next to your meeting minutes so you can read the answer off the sheet instead of digging through email.

What's inside

Two sheets, both protected with no password.

Submittal log carries our own letterhead, not a spot for yours: like the RFI log, it's an internal tracking sheet, not something you send out, so the only fields above the table are PROJECT and JOB NO. A key reads "Pale yellow cells are yours to fill in" and "All other cells are locked."

Its table runs SUBMITTAL NO. through NOTES, eleven columns and 40 rows, and the whole table is pale yellow and not locked, so it still sorts and filters with the sheet protected. DAYS IN REVIEW is the one column in the table that calculates: it works out the days between SENT FOR REVIEW and RETURNED on its own and stays blank until both dates are in. Like the rest of the row, it's pale yellow and not locked, so the table still sorts with the column inside it.

Below the table, STATUS SUMMARY counts how many rows carry each of six statuses: Pending, Submitted, Approved, Approved as noted, Revise and resubmit, and Rejected. Those six cells are the only other ones that calculate.

The sheet prints landscape on two pages, one page wide, with the header row repeated on each page; on screen, that same row stays frozen as you scroll.

About this template holds three steps, a note on the example rows, the version and license, and links to this page, all our templates, and four related ones: the RFI form, the RFI log, meeting minutes and the change order form.

How to fill it in

1. Fill in PROJECT and JOB NO. at the top, then clear the two example rows or type over them.
2. Number each submittal under SUBMITTAL NO. as you send it out, and give its SPEC SECTION with its spaces, as in 03 20 00. The column isn't set to text, so a section typed as 032000 would lose its leading zero.
3. Write the DESCRIPTION so the log reads without opening the submittal itself, and name the SUBCONTRACTOR OR SUPPLIER it came from.
4. Set REQUIRED ON SITE to the date the job needs it; check it against your construction schedule if the sequence matters.
5. Enter RECEIVED FROM SUB when it lands on your desk, then SENT FOR REVIEW when you send it on.
6. When it comes back, enter RETURNED. DAYS IN REVIEW fills in on its own; there's nothing to type.
7. Pick STATUS from the drop-down; it takes only Pending, Submitted, Approved, Approved as noted, Revise and resubmit or Rejected.
8. Use NOTES for anything the log needs that the other columns don't cover, like a resubmission number or who to follow up with.

The worked example

The file opens on two example rows, each description starting "Example:", and the About tab says to replace them with your own.

Row 1 is Approved, 7 days after it was sent for review. Row 2 is still Submitted, with no return date yet, so its days in review is blank. The status summary reads Pending 0, Submitted 1, Approved 1, Approved as noted 0, Revise and resubmit 0, Rejected 0.

Frequently asked questions