Free template
Submittal transmittal template
The cover sheet that goes on top of every package. Fill it in on screen and print it, or download the blank PDF.
Short answer
A submittal transmittal is the cover sheet on a submittal package. It names the project, the spec section and paragraph the package answers to, the submittal number and revision, every item enclosed, and any deviation from the contract documents. This free template covers all of that, including the deviation declaration most transmittals leave out.
Submittal transmittal
Submittal type
Items enclosed
| Qty | Description (manufacturer, model, drawing no.) | Spec para. |
|---|---|---|
Deviations from the contract documents
| Spec para. | Spec requires | Submitted instead, and why |
|---|---|---|
Subcontractor certification
We have reviewed this submittal, checked field dimensions and quantities where they apply, and confirm it complies with the contract documents except for the deviations listed above.
Reviewer stamp
How to fill it in
- Spec section and paragraph. Name the exact section, and the paragraph each item answers to. A reviewer who has to hunt for the requirement is slower and less forgiving.
- Submittal number and revision. Keep the same number on every resubmittal and bump the revision, so the log shows one item's history instead of three unrelated packages.
- Items enclosed. List every file or sheet, with the manufacturer and model. If a required item is not in the package yet, say so and give the date it will follow.
- Deviations. Tick one of the two boxes every time. If anything differs from the spec, list it with the reason. This is the line that protects you: the approval covers a deviation only if you declared it.
- Certification. Sign it only after someone has actually compared the package to the spec. A pre-submittal checklist for your division makes that quick.
Mistakes that get a package sent back
The transmittal is where reviewers look first, so errors here set the tone. The most common: the wrong spec section number (an old addendum number, or the division instead of the section), "see attached" in place of a real item list, a product swap that shows up only in the data sheet, and a resubmittal that does not say what changed since the last round. When you resubmit, list what you changed in response to each reviewer comment.
Frequently asked questions
What is a submittal transmittal?
It is the cover sheet on a submittal package. It tells the reviewer what the package is, which spec section it answers to, what is enclosed, and whether anything deviates from the contract documents. The reviewer's stamp usually goes on it or next to it when the package comes back.
Do I have to list deviations on the transmittal?
You should. Under AIA A201 (Section 3.12.8 in the 2017 edition), an architect's approval does not relieve the contractor of responsibility for a deviation unless the contractor specifically informed the architect of it in writing at the time of submittal. A deviation declared on the transmittal gets reviewed. One buried in a data sheet can surface in the field after install.
Should the submittal number match the spec section?
Most projects number submittals by spec section plus a sequence, for example 09 51 13-001, with a revision suffix on each resubmittal. Follow the numbering in your project's Division 01 submittal procedures if it sets one.