SBA 517: Strategies to Design Submittals That Aren’t Rejected

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• Generic or outdated sequences that don’t match the system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.