Understanding deferred submittals in construction

Deferred submittals come up on almost every complex project. They are submittals the design team approves after permit issuance because the final design, product selection or engineering depends on a specialty contractor or a vendor that is not ready during the initial review. Common examples include fire protection systems, delegated connection design, elevators, curtain wall, pre-engineered trusses and specialty MEP equipment.

Handled well, deferred submittals keep your permit timeline intact without compromising quality. Handled poorly, they stall procurement, create rework and strain relationships with the Authority Having Jurisdiction (AHJ).

What a deferred submittal is

A deferred submittal is a required submittal that will be reviewed and approved later in the project rather than with the main permit set. The design team identifies it on the drawings or in the specs. The contractor retains responsibility to submit sealed calculations, product data, shop drawings or samples that prove compliance before fabrication or installation.

When teams choose to defer

• Specialty engineering is needed and the fabricator’s engineer of record must finalize details after award
  
• Lead times are volatile and product models shift during procurement
  
• Performance specs allow multiple acceptable solutions that will be selected during buyout
  

Risks to watch

• Scope gaps between the base design and the delegated design
  
• Sequencing issues that push critical path work while the submittal sits in review
  
• Mismatched assumptions that show up during inspection or commissioning
  
  

Roles and responsibilities

• GC or Construction Manager: builds the submittal register, sets due dates, coordinates workflows, tracks status and distributes approvals
  
• Subcontractor or vendor: prepares the package, includes calculations and product data, responds to comments
  
• Designer of record: reviews for compliance with the contract documents and applicable codes
  
• Owner’s team/AHJ: may require additional documentation, especially for life-safety systems
  
  

A simple workflow for deferred submittals

1. Configure types and workflows
   Create a clear submittal type for each deferred item, map the review sequence and define who can submit, review and close. Automated routing and access controls reduce misfires.
   
2. Build the submittal register early
   Extract required items from the specs, write precise titles and descriptions, attach any preliminary cut sheets, then assign the responsible submitter. Clear naming prevents confusion later.
   
3. Manage routing and parallel reviews
   Route to reviewers in sequence or in parallel when appropriate. Attach drawings, calculations, test reports and certificates so the full technical picture is in one place.
   
4. Track responses and revisions
   Monitor real-time status, log comments and responses, and keep previous versions in the audit trail. Use filters to surface items nearing due dates.
   
5. Close and distribute
   Once approved, log the official response, distribute to field teams and request acknowledgment. Keep closed items available for installation, inspection and closeout.
   

Best practices specific to deferred submittals

• Name the spec section in every title and description so reviewers connect the item to the contract documents
  
• Set realistic review durations with the design team and include them in the workflow steps
  
• Sequence by lead time so long-lead deferred items are prioritized
  
• Collect a complete package at first submission, including sealed calcs when required
  
• Capture decisions in one system to avoid version confusion during inspections and commissioning
  

How software support keeps deferred submittals moving

A centralized submittals workspace helps you eliminate scattered email threads and missed handoffs. Look for features like customizable workflows, automated routing, parallel reviews, real-time status, audit trails and secure document control. When every action is recorded and every party sees ownership and due dates, deferred items stop being schedule wild cards and start flowing with the rest of the work.

Quick FAQ

Are deferred submittals “less important”?
No. They carry the same compliance burden as standard submittals and often cover high-risk systems.

Do they change responsibility?
No. The contractor manages the process and the designer of record verifies conformance to the contract documents.

What should I show the AHJ?
A clear list of deferred items with spec references, plus timely, complete packages before fabrication or installation.

To learn more about submittals, visit: redteam.com/streamline-your-submittal-process//.