Transmittal in Construction: Definition, Importance & Best Practices
Introduction
Construction projects are complex endeavors involving a multitude of teams, documents, revisions, approvals, and communications. In such an environment, keeping track of documentation and ensuring that everyone is on the same page is critical. This is where a transmittal becomes an essential tool in project management.
A transmittal in construction is more than just a formality—it is a systematic method of sending and recording documents to maintain transparency, consistency, and accountability throughout the life of a construction project.
In this article, we’ll break down what a transmittal is in construction, why it’s used, the key components, how it differs from submittals, and how to manage it effectively. A detailed FAQ section follows the conclusion to answer common questions.
What Is a Transmittal in Construction?
A transmittal in construction is a formal document that serves as a cover sheet accompanying the delivery of other documents, drawings, or physical items. It outlines:
- What is being sent
- Who is sending it
- Who the intended recipient is
- Why the documents are being sent
- How and when they were sent
The purpose of a transmittal is to provide a record of what has been shared between stakeholders—be it contractors, architects, engineers, or project managers. It ensures that document delivery is traceable and professionally managed.
Why Transmittals Are Important in Construction
Construction projects deal with high volumes of documentation that are often time-sensitive, version-dependent, and compliance-related. Transmittals play an important role in:
1. Maintaining Clear Communication
Transmittals ensure that the sender and recipient have a shared understanding of what has been sent, eliminating confusion and reducing errors.
2. Establishing Accountability
Each transmittal documents the sender, the recipient, and the date of delivery. This creates a record that can be referred to in case of disputes or project delays.
3. Improving Documentation Control
By tracking the movement of documents, transmittals support effective version control and prevent outdated information from being used on-site.
4. Supporting Legal Protection
Transmittals serve as evidence of communication and delivery. This can be crucial in legal claims, audits, or disputes involving deliverables or missed information.
Common Scenarios for Using Transmittals
Transmittals are used across many construction-related exchanges, including:
- Sending updated architectural or structural drawings
- Sharing project schedules or timelines
- Distributing RFIs (Requests for Information) and responses
- Delivering meeting minutes, field reports, or inspection results
- Submitting change orders or addenda
- Transferring shop drawings and product data sheets
What’s Included in a Construction Transmittal?
An effective transmittal should include clear, specific details to avoid ambiguity. A typical transmittal form includes:
| Field | Description |
|---|---|
| Transmittal Number | A unique reference ID for tracking |
| Date | When the transmittal was issued |
| Project Name & Number | Identifies the specific project |
| Sender’s Information | Company, contact name, email, phone number |
| Recipient’s Information | Company, contact name, email, phone number |
| List of Documents | Document names, revision numbers, and descriptions |
| Purpose | For review, approval, record, comment, or information |
| Delivery Method | Email, file-sharing platform, courier, or hand-delivery |
| Comments/Notes | Any instructions, deadlines, or clarifications |
| Signature (Optional) | Space for acknowledgment or receipt confirmation |
Sample Transmittal Table
Below is a simplified example of a construction transmittal format:
| Field | Example Entry |
|---|---|
| Transmittal No. | TRN-2025-087 |
| Date | June 23, 2025 |
| Project | Lakeside Commercial Tower – Phase 2 |
| From | Apex Civil Engineering Ltd. |
| To | Skyline Architects & Planners |
| Documents Included | Structural Drawing Rev 4, Change Order CO-019 |
| Purpose | For Approval |
| Delivery Method | Sent via Autodesk Construction Cloud |
| Notes | Please respond with comments by June 26, 2025 |
Paper vs. Digital Transmittals in Construction
Paper Transmittals
These are filled manually and sent along with hard-copy documents.
Pros:
- Simple for small-scale or on-site communications
- No software or digital tools required
Cons:
- Difficult to track over time
- Prone to loss or damage
- Not ideal for large projects
Digital Transmittals
Managed through project management software such as:
- Procore
- Autodesk Construction Cloud
- PlanGrid
- Bluebeam
- Viewpoint
Pros:
- Auto-tracked and timestamped
- Instant delivery and access
- Easy archiving and retrieval
- Reduces errors and miscommunication
Cons:
- Requires digital literacy and internet access
- May need training or software licensing
How Transmittals Differ From Submittals
While the two terms sound similar, transmittals and submittals serve different functions in construction:
| Aspect | Transmittal | Submittal |
|---|---|---|
| Purpose | To accompany the delivery of documents | To seek review and approval for specific project elements |
| Includes | Cover letters, drawings, change orders | Shop drawings, samples, product data sheets |
| Initiated by | Any project party | Typically contractor or subcontractor |
| Response Expected | Sometimes acknowledgment | Often requires approval, rejection, or revision |
| Outcome | Logged or archived | Reviewed and approved before proceeding |
Best Practices for Using Transmittals in Construction
To ensure efficiency and accuracy in managing construction transmittals, consider the following practices:
1. Use Standard Templates
Keep formatting consistent across teams to prevent confusion and ensure compliance with documentation standards.
2. Assign Unique Reference Numbers
Track each transmittal easily by assigning a unique, sequential number.
3. Be Specific and Detailed
Clearly list all document titles, versions, and the intended purpose to avoid misinterpretation.
4. Leverage Construction Software
Use digital tools for automated logging, status tracking, and centralized communication.
5. Keep an Organized Archive
All transmittals—sent and received—should be stored and backed up for auditing, future reference, or legal needs.
Conclusion
In the fast-paced, documentation-heavy world of construction, transmittals are indispensable tools. They ensure that every document sent—from a site drawing to a formal RFI—has a clear trail of communication. By using transmittals effectively, construction teams can maintain control over project communications, reduce risks, and uphold professional standards throughout the project lifecycle.
As construction continues to embrace digital workflows, the use of digital transmittals is becoming not only more common but also more efficient. Whether you’re managing a small renovation or a multi-million-dollar development, mastering the use of transmittals can greatly enhance your documentation process and overall project success.
FAQs About Transmittals in Construction
What is a transmittal in construction?
A transmittal is a formal document used to record and communicate the delivery of documents or materials between parties in a construction project.
Why is a transmittal important?
It helps track document flow, establish accountability, support legal claims, and ensure everyone is working from the latest information.
What types of documents are typically sent with a transmittal?
Construction drawings, specifications, RFIs, shop drawings, change orders, inspection reports, and meeting minutes.
Who prepares the transmittal?
Usually, the person or team sending the documents—contractors, engineers, project managers, or architects—prepares the transmittal.
Is a transmittal the same as a submittal?
No. A submittal is a document or sample sent for approval, while a transmittal is a record of document delivery.
Can transmittals be used in court?
Yes. Transmittals provide proof of communication and can support legal claims or resolve disputes.
Should transmittals be archived?
Absolutely. Archiving all transmittals helps maintain a complete project history and supports audits or legal review.
What tools are used to manage digital transmittals?
Popular tools include Procore, Autodesk Construction Cloud, PlanGrid, Bluebeam, and Viewpoint. These platforms simplify creation, tracking, and sharing.
