Construction Transmittal: What It Is, Why It Matters, and How to Use It
Introduction
In the world of construction, effective communication is the backbone of successful project execution. Whether it’s sharing updated blueprints, submitting revised specifications, or delivering an RFI (Request for Information), it’s critical that all project-related documentation is tracked, recorded, and verifiable. This is where a construction transmittal comes into play.
A construction transmittal ensures that every exchange of information is formally documented, leaving no room for ambiguity. In this article, we’ll dive into what a construction transmittal is, why it’s important, how it’s used, and best practices for managing it efficiently across a construction project.
What Is a Construction Transmittal?
A construction transmittal is a formal document that serves as a record of information or documents sent from one party to another on a construction project. It acts like a cover sheet that accompanies various documents and communicates:
- What is being sent
- To whom it’s being sent
- By whom it’s sent
- Why it’s being sent
- When it was sent
Essentially, it provides an official log of document transmissions and helps establish a reliable trail of project communication.
Purpose of a Construction Transmittal
Construction projects involve many moving parts—design teams, contractors, subcontractors, suppliers, consultants, and clients—all working toward a common goal. With that level of complexity, documentation must be carefully controlled. The main purposes of a construction transmittal are:
1. Document Control
It ensures every document or item shared during the project is properly tracked and archived.
2. Accountability
Transmittals identify who is sending and receiving each document, adding transparency and responsibility to communication workflows.
3. Clarification of Intent
By stating the purpose of transmission (e.g., for review, approval, or information), a transmittal clarifies expectations and required actions.
4. Legal Recordkeeping
A transmittal can serve as a legal document proving that certain information was delivered on a specific date.
Types of Documents Sent with Construction Transmittals
Transmittals are used to accompany a wide variety of construction-related documents, including:
- Drawings and blueprints
- Technical specifications
- Shop drawings
- Submittals
- Material samples
- Requests for Information (RFIs)
- Change orders
- Inspection reports
- Meeting minutes
- Contracts and agreements
Key Components of a Construction Transmittal
A comprehensive construction transmittal should include the following fields:
- Transmittal Number: A unique identifier for tracking
- Date of Issue
- Project Name and Number
- Sender Information: Name, company, contact details
- Recipient Information: Name, company, role
- List of Documents: Titles, descriptions, document numbers, revisions
- Purpose of Transmittal: For Review, For Approval, For Record, etc.
- Delivery Method: Email, hand delivery, courier, digital platform
- Comments or Notes
- Signature or Acknowledgment (optional)
Construction Transmittal Example
| Field | Example Entry |
|---|---|
| Transmittal No. | CT-0028 |
| Date | June 23, 2025 |
| Project | West River Bridge Expansion |
| From | Titan Construction Group |
| To | Nova Structural Engineers |
| Documents Sent | Revised Beam Detail Drawings Rev. C, RFI Log |
| Purpose | For Review |
| Delivery Method | Via Procore |
| Remarks | Please return comments within 48 hours |
Benefits of Using Construction Transmittals
| Benefit | Description |
|---|---|
| Efficient Communication | Clarifies the intent and content of the communication |
| Record-Keeping | Serves as a formal, trackable record for audit or legal purposes |
| Risk Management | Reduces the risk of misunderstandings and claims |
| Accountability | Identifies who sent and received documents and when |
| Project Coordination | Keeps all stakeholders informed and aligned |
Digital vs. Manual Transmittals
Manual (Paper-Based) Transmittals
Still used in some field offices or traditional setups, these are physical forms filled out by hand and delivered along with printed documents. While simple, they are prone to being lost, misplaced, or damaged.
Digital Transmittals
More common in today’s construction environment, especially on large or complex projects. Platforms like:
- Procore
- Autodesk Construction Cloud
- PlanGrid
- Newforma
…allow users to create, send, and track transmittals digitally. These systems:
- Automatically timestamp document transfers
- Log delivery receipts
- Help manage document revisions
- Improve communication speed and accuracy
- Offer searchable archives
Best Practices for Managing Construction Transmittals
- Use Consistent Templates: Whether digital or manual, standardize your transmittal format across all teams.
- Be Clear and Detailed: Always include document titles, version numbers, and the reason for the transmittal.
- Integrate with Project Software: Take advantage of digital tools that link transmittals to specific drawings or tasks.
- Maintain an Organized Archive: Store all transmittals systematically for reference, audits, or legal needs.
- Ensure Acknowledgment: Where appropriate, request confirmation of receipt to close the communication loop.
Common Transmittal Purposes Explained
| Purpose | Explanation |
|---|---|
| For Review | The recipient is expected to review and provide feedback |
| For Approval | Sent to obtain formal approval before proceeding |
| For Information | Shared for awareness, with no action required |
| For Record | Documents sent for archiving or legal compliance |
| For Comment | The recipient is asked to comment but not necessarily approve |
Construction Transmittal vs. Submittal: Key Differences
These two terms are sometimes confused but serve distinct functions:
| Feature | Transmittal | Submittal |
|---|---|---|
| Purpose | Tracks the sending of documents | Requests approval for materials, equipment, or processes |
| Scope | Any project-related documents | Focused on construction products, shop drawings, and samples |
| Outcome | Acknowledgment or filing | Reviewed and approved/rejected by a decision-maker |
| Common Senders | Anyone in the project team | Typically contractors or subcontractors |
Conclusion
A construction transmittal is a critical document that ensures the structured, accountable, and traceable flow of information across a construction project. Whether you’re sending a set of revised blueprints or issuing a change order, a transmittal clarifies the communication and adds a level of professionalism and protection to your workflow.
By integrating transmittals into your documentation process—especially through digital platforms—you can reduce risks, keep your team aligned, and ensure every communication is accounted for.
FAQs About Construction Transmittals
What is a construction transmittal used for?
It’s used to document the formal transmission of documents or information between project stakeholders, ensuring accountability and record-keeping.
What should a construction transmittal include?
Key components include sender/receiver info, project name, list of documents, purpose of transmission, delivery method, and a unique transmittal number.
Are transmittals still used if we’re using project management software?
Yes. Digital platforms like Procore or Autodesk streamline transmittals but don’t eliminate them—they just make them more efficient and trackable.
Is a transmittal legally binding?
While not legally binding on its own, it provides a documented history that can be used as evidence in contract disputes or audits.
How are transmittals different from submittals?
A transmittal is a record of document exchange. A submittal is a request for approval of materials, equipment, or plans.
Can I use email as a transmittal?
You can send transmittals via email, but it’s best to attach a standardized transmittal form to formally document the exchange.
Who typically prepares transmittals?
Usually, the party initiating the communication—such as a contractor, subcontractor, or architect—prepares and sends the transmittal.
Do transmittals need to be archived?
Yes. They are part of the project record and should be archived for future reference, compliance, or legal use.
