Understanding deferred submittals in construction
Deferred submittals often cause confusion because people mix them up with contractor submittals or delegated design. AIA A201-2017 makes the difference clear: a deferred submittal is part of the design that the Architect of Record flags in the contract documents and submits later to the Authority Having Jurisdiction (AHJ) for approval.
Common examples include fire protection systems, elevators, curtain walls, pre-engineered trusses, and specialty MEP equipment. These systems require specialty engineering or vendor input, so the final design isn’t ready when the main permit set goes in.
When teams handle deferred submittals well, they keep the project moving without delaying the permit. If they handle them poorly, they risk procurement delays, rework, and AHJ pushback.
Key distinctions
- Deferred submittals: Portions of the design that the Architect submits to the AHJ after the initial permit.
- Delegated design: The Architect sets performance criteria but assigns design responsibility for a system to a licensed design professional hired by the contractor. The resulting documents may also go in as deferred submittals if noted in the permit set.
- Project submittals: Shop drawings, product data, and samples that the contractor submits for Architect review. These do not go to the AHJ.
Common risks
- Gaps between the base design and delegated design
- Sequencing problems that push critical path activities while deferred submittals wait for approval
- Assumptions in the initial permit that don’t match the final engineered design, leading to changes during inspection or commissioning
Roles and responsibilities
- Architect of Record: Identifies deferred submittals in the documents, reviews them for contract compliance, and submits them to the AHJ unless the contract assigns delegated design.
- Contractor: Coordinates vendors and specialty engineers, assembles the required information, and delivers it to the Architect. If the contract includes delegated design, the contractor must hire a licensed design professional to prepare sealed documents.
- Subcontractor or vendor: Produces sealed calculations, design drawings, and technical data, and revises them when the Architect requests changes.
- AHJ: Reviews deferred submittals and issues permit approval.
Workflows by type
Deferred submittals (permit-related)
- Architect lists deferred items in the permit documents.
- Contractor coordinates specialty engineers and vendors to produce sealed documents.
- Contractor submits the package to the Architect.
- Architect reviews it for compliance and sends it to the AHJ.
- AHJ approves it, and the Architect shares the approval with the project team.
Delegated design
- Architect defines performance criteria and notes delegated scope.
- Contractor hires a licensed design professional to prepare sealed documents.
- Contractor submits the design to the Architect.
- Architect reviews for compliance and, if deferred, forwards it to the AHJ.
Project submittals (not permit-related)
- Contractor prepares shop drawings, product data, and samples.
- Contractor submits them to the Architect.
- Architect checks them against the contract documents.
- Approved submittals move forward to fabrication and installation.
Best practices
- Include the spec section in every deferred submittal
- Set review durations with the Architect and AHJ early in the project
- Prioritize deferred submittals with long lead times
- Submit a complete, sealed package the first time
- Keep deferred submittals in the same tracking system as project submittals, but label them as permit-related
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Quick FAQ
Are deferred submittals less important than project submittals?
No. They form part of the permit set and often involve life-safety systems.
Do deferred submittals shift design responsibility to the contractor?
Only if the contract includes delegated design. Otherwise, the Architect remains responsible for submitting deferred submittals to the AHJ.
What should I provide the AHJ?
A list of deferred items from the permit documents and complete sealed packages prepared before fabrication or installation.
