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Episode Description:
Rejected submittals delay projects, damage credibility, and create extra work for every stakeholder involved.
This episode of the Smart Buildings Academy Podcast outlines how to build submittals that meet expectations from the start. Learn how to improve your documentation, streamline reviews, and strengthen relationships with engineers and owners.
Topics Covered
- The role of submittals in BAS and HVAC projects
- Cost and impact of rejected submittals
- Common causes of rejection and how to avoid them
- Steps to create clear and compliant submittals
- Tools and communication strategies that support approvals
Click here to download or listen to this episode now.
Podcast Video
How to Design Submittals That Don’t Get Rejected
In building automation projects, the quality of your submittal sets the tone for the entire job. A clear, complete, and compliant submittal earns confidence, while a weak one raises red flags, causes delays, and invites unnecessary scrutiny.
This episode of the Smart Buildings Academy Podcast explores how to develop submittals that are accurate, professional, and approved the first time.
The Role of Submittals
Submittals are not just technical documentation. They are a representation of your commitment to deliver what the project owner and engineer expect. A strong submittal demonstrates your technical competence and aligns your solution with the design intent. It also reduces the risk of field conflicts and change orders by clarifying requirements early.
The Cost of Rejected Submittals
Each rejection can delay milestones, stall material procurement, and impact your credibility with the engineer, owner, and mechanical contractor. Repeated issues damage relationships and slow project delivery. Internal processes should aim for one submission and one approval.
Understanding Specifications and Design Intent
Begin every design by reviewing the specifications before the drawings. Highlight mandatory requirements and flag ambiguities. Use RFIs to clarify vague responsibilities or technical standards. Ensure your sequences and control strategies align with CSI Division 23 and 25 standards. Always cross-reference control points with the mechanical schedule.
Common Reasons for Rejection
- Missing or incomplete diagrams and control details
- Unapproved substitutions or specification mismatches
- Poor formatting and inconsistent device naming
- Generic or outdated sequences that don’t match the system
- Missing compliance statements for unfamiliar products
Building Better Submittals
Start with a submittal roadmap or checklist. Ensure each package includes drawings, point lists, sequences, cut sheets, and any required compliance statements. Maintain consistent formatting, version control, and step-by-step sequences. Include system architecture and network diagrams that clearly define all connections.
Communication and Coordination
Early coordination with electrical and mechanical contractors prevents downstream issues. Assign a submittal lead to manage all communication. Document RFIs, RFQs, and all clarifications. Pre-submittal meetings help catch problems before they appear on paper.
Standardization and Tools
Develop standard submittal templates by system type. Align your documentation with specification formats to make review easier. Use consistent title blocks, naming conventions, and pre-approved schematics. Tools like Bluebeam and AutoCAD can speed up document creation and markup. Version tracking and document automation improve clarity and accountability.
Internal Quality Control
Conduct internal peer reviews before submission. Double-check every point, device, and control module. Include QA sign-off sheets and verify that everything aligns with the equipment schedule and specification.
Building Trust Through Consistency
Your submittals shape how engineers and owners perceive your company. Consistently clean and accurate documentation earns trust and leads to repeat business. On the other hand, messy and incomplete packages may cost you future opportunities.
For a deeper discussion and insights from the field, listen to this episode on the Smart Buildings Academy podcast.
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