Back to the Basics: What Is a Submittal?
12/12/25
Submittal packages (commonly called submittals within the construction industry) are a vital aspect of the construction process, especially in the single-ply roofing industry. By definition, a submittal is a collection of documents that contractors present to specifiers and other stakeholders to verify that the proposed materials, assemblies, and work align with project specifications. They act as a crucial communication tool, ensuring that everyone involved in the roofing project is on the same page before work begins.
For those in the single-ply roofing industry, understanding and utilizing submittals effectively can streamline workflows, mitigate risks, and ensure project success. This article breaks down what you need to know about submittals, their components, and their role in quality assurance while offering practical advice for both contractors and specifiers.
Components of a Submittal Package
A well-prepared submittal package is comprehensive and detail-oriented, providing all the necessary documentation to inform decisions and approvals. Here are the key components typically included in a submittal for single-ply roofing projects:
Product Data
This includes brochures, technical data sheets, and information about materials such as membranes, adhesives, and fasteners. It verifies that the products meet project requirements and performance criteria.
Samples
Physical samples of materials, such as roofing membranes or insulation boards, help specifiers assess the quality, durability, and compatibility of the materials for the project.
Shop Drawings
Detailed drawings showing dimensions, installation methods, and specific detailing for unique areas of the roof (e.g., penetrations, terminations) provide clarity and ensure alignment with design specifications.
Tested System Information
Documents (product data sheets/technical data sheets) indicating which industry standards, such as ASTM or ANSI, that the materials are manufactured to meet and convey typical material properties in relation to those requirements. In addition to individual product information, assembly documents focus on the materials tested together as an assembly and report their performance when tested together. This essential information supports selecting reliable and approved materials for projects.
Safety Data Sheets (SDS)
These sheets provide information on the safety, handling, and storage of all materials, ensuring compliance with workplace safety regulations.
Other Specified Information
Submittals may include other information required by the specification, such as warranty information, contractor bonds, and maintenance manuals. , these documents ensure clear communication and alignment on the project’s requirements and specifications. Proper preparation and attention to detail in this step are essential to keeping all parties on the same page
Submittals are not a “set it and forget it” step—they require attention to detail and thorough preparation to facilitate clear communication between all parties. When handled correctly, they serve as a vital checkpoint to ensure everyone is aligned on the project’s requirements and specifications.
The Role of Submittals in Quality Assurance
Submittals are much more than just documentation—they serve as an essential quality assurance measure. Here’s how they contribute to the overall success of single-ply roofing projects:
Alignment with Specifications
Submittals ensure that the proposed materials and methods meet the project’s technical and aesthetic requirements. This process allows architects, engineers, and project managers to review and approve items before they are used, reducing the risk of errors or mismatches. By addressing potential issues early, submittals are the first step in avoiding costly mistakes during installation and help keep the project on track and within budget.
Risk Mitigation
By allowing stakeholders to review and approve materials, methods, and specific project details ahead of time, submittals reduce the likelihood of disputes, misunderstandings, or delays during the project.
Tested System Compliance
Submittals play a crucial role in ensuring that materials and installation methods align with tested system configurations. This process verifies that the correct products are being used and installed in a way that replicates proven performance standards. For single-ply roofing systems, adhering to these tested configurations helps ensure long-term durability, proper functionality, and overall satisfaction with the roofing system.
Accountability
Documented approvals hold both contractors and specifiers accountable, creating a transparent record of decisions, agreements, and commitments made throughout a project. This process not only helps to reduce misunderstandings but also serves as a reference point for resolving disputes and maintaining consistency across all stages of the project.
Best Practices for Creating and Reviewing Submittals
Both contractors and specifiers play key roles in ensuring that submittals are accurate, thorough, and effective. Here are some best practices for each:
For Contractors:
Understand the Specifications
Carefully review project requirements and relevant standards to ensure your submittal package aligns with specifications.
Be Thorough and Organized
Include all necessary documentation, neatly organized to make it easy for specifiers to review.
Communicate Clearly
Highlight any deviations from specifications and explain why the proposed materials or methods are appropriate for the project.
Submit Early
Submit your package well in advance to allow for review, approval, and potential revisions without causing delays.
For Specifiers:
Review Details Thoroughly
Cross-check each item in the submittal package against project specifications and applicable standards.
Ask Questions
Don’t hesitate to seek clarification on unclear submissions or to request additional documentation if needed.
Document Approvals and Rejections
Maintain a clear record of what’s been approved or rejected and why, ensuring transparency for all parties.
Stay Updated on Standards
Familiarity with code minimums and current industry standards (e.g., IBC/IRC, ANSI/SPRI/ASTM test standards) ensures you’re reviewing materials and methods against the latest guidelines. By following these practices, contractors and specifiers can collaborate effectively to ensure project success.
The Future of Submittals in Single Ply Roofing
The construction industry is constantly evolving, and the submittal process is no exception. Emerging technologies and trends promise to make submittals even more efficient and reliable. Here’s what to watch for:
Digital Submittals and Enhanced Collaboration Tools
Cloud-based project management tools such as Procore and PlanGrid are revolutionizing the submittal process in the construction industry. These advanced platforms simplify the uploading, sharing, and tracking of submittal packages in real time, allowing contractors and specifiers to collaborate more effectively. With features like automated notifications and centralized document storage, teams can ensure everyone stays on the same page throughout the project. By enabling streamlined review and approval workflows, these tools not only reduce turnaround times but also minimize errors and miscommunications. The result is improved project efficiency, better time management, and greater overall productivity, helping teams complete projects on schedule and within budget.
AI Integration
Artificial intelligence is starting to make an impact in project management by streamlining processes and improving efficiency. Advanced AI tools can now identify inconsistencies, flag missing information, and even suggest corrections in submittals. These capabilities help project managers save time, reduce errors, and ensure smoother workflows, ultimately contributing to better project outcomes.
Standardization Initiatives
Efforts like those led by SPRI to maintain ANSI standards with regular reviews and updates are paving the way for more uniform and consistent requirements across the roofing industry. These updates aim to streamline the review process for specifiers, making it easier to ensure compliance while fostering better communication and collaboration between manufacturers, designers, and contractors.
Staying ahead of these trends will help contractors and specifiers alike adapt to the evolving expectations of the single-ply roofing industry.
Conclusion
Submittals are a foundational yet often undervalued element of successful single-ply roofing projects. By ensuring quality, alignment with specifications, and accountability, they set the stage for projects that meet stakeholders’ expectations and stand the test of time.
For contractors and specifiers, mastering the art of submittals isn’t just a task—it’s an opportunity to deliver excellence. By following the best practices outlined above and staying informed about emerging trends, you can elevate your approach to submittals and contribute to the continued growth of the industry.