Submittals, RFIs & Documentation

Most disputes are won or lost on documentation. Two core processes keep a job clear.

Submittals

Before installing many products, the contractor sends submittals (product data, samples, shop drawings) to the architect/engineer for approval — confirming what's being installed matches the design. Don't order or install until approved.

RFIs (Requests for Information)

When the drawings are unclear or conflict, you send an RFI to get a written answer. RFIs create a record of the question and the official response.

The paper trail

• Daily reports — weather, crews, work done, deliveries, issues.
• Meeting minutes, photos, and a log of submittals, RFIs, and change orders.
• If it isn't written down, it didn't happen — documentation protects you in any dispute.

Going Deeper (Intermediate)

Two documents keep a job correct and out of court:

• Submittals — shop drawings, product data, and samples you send to prove what you'll install matches the specs, approved before you order or install.
• RFIs (Requests for Information) — the formal, written way to resolve a gap, conflict, or question in the documents so the answer is documented and someone owns it.

Advanced / Pro-Level

Where PMs win or lose the schedule:

• The submittal log drives procurement. Tie each submittal to its lead time — long-lead items (switchgear, steel, elevators, custom millwork) must be submitted and approved first or they become the critical path.
• The review cycle (sub → GC → architect → back) takes weeks; build it into the schedule and chase resubmittals.
• Good RFIs are specific, propose an answer, state the cost/schedule impact, and track the response time (a slow owner answer can be a compensable delay — the RFI log is evidence).
• Together, submittals + RFIs + daily logs + photos are the paper trail that wins change-order and delay claims.

Practice Challenge

The switchgear has a 16-week lead time and the job is 20 weeks long. When must its submittal be approved, and what happens if you treat it like any other? (Answer: it must be submitted/approved in the first few weeks — it's effectively on the critical path; treat it as routine and the 16-week lead time stalls the entire project.)

In Practice

A sub installs a product before submittal approval — and it's the wrong one, so it gets torn out. Submittals and written RFIs prevent exactly that.

Common Mistakes to Avoid

• Installing before submittal approval
• Not documenting RFIs and answers
• Skipping daily reports and photos

Takeaway: Use submittals to confirm what's installed and RFIs to clarify the design — and document everything; the paper trail protects you.

Educational content — not legal or contractual advice. Follow your contract's specific procedures and deadlines.