What Is a Transmittal in Construction? A Complete Guide
Introduction
In construction, effective communication is vital to completing projects on time, within budget, and according to specifications. With numerous stakeholders—including architects, engineers, contractors, subcontractors, and clients—sharing documents is a daily necessity. To manage this flow of information, construction professionals rely on a critical tool: the transmittal.
But what is a transmittal in construction, and why is it so important?
This article provides a comprehensive look at the purpose, structure, benefits, and best practices surrounding construction transmittals. By the end, you’ll understand how transmittals contribute to project clarity, accountability, and documentation control.
What Is a Transmittal in Construction?
A transmittal in construction is a formal document that accompanies the delivery of other documents, drawings, or project-related materials. It acts as a cover sheet that outlines:
- What is being sent
- Who is sending it
- Who is receiving it
- When it was sent
- Why it is being sent
The transmittal doesn’t just inform the recipient of what’s enclosed—it serves as a log for documentation and communication, ensuring there’s a record of the transaction.
Purpose of a Construction Transmittal
The main goal of a transmittal is to establish a clear, traceable record of communication. Construction projects involve constant updates, changes, and reviews, making it essential to document all document exchanges.
Here’s what a transmittal helps achieve:
1. Communication Clarity
Specifies what documents are being sent and why.
2. Accountability
Identifies both sender and recipient, reducing miscommunication.
3. Document Tracking
Acts as a historical log of what was shared and when.
4. Legal Support
Can serve as evidence in disputes or claims if needed.
Common Scenarios for Using a Transmittal
Construction transmittals are used in a variety of situations, including:
- Sending updated drawings or specifications
- Delivering shop drawings for approval
- Submitting RFIs (Requests for Information)
- Issuing change orders
- Transmitting meeting minutes or site reports
- Sharing inspection results or test certificates
Key Components of a Construction Transmittal
To be effective, a construction transmittal should include the following fields:
| Component | Description |
|---|---|
| Transmittal Number | Unique reference number for tracking |
| Date | Date the transmittal was issued |
| Project Name/Number | Name and ID of the associated project |
| Sender Details | Name, role, company, and contact information of the sender |
| Recipient Details | Name, role, company, and contact information of the recipient |
| Document List | File names, descriptions, revision numbers, page counts |
| Purpose of Transmittal | Examples: For Review, For Approval, For Record, For Information |
| Delivery Method | Email, file-sharing platform, courier, or physical delivery |
| Remarks or Notes | Additional instructions or context |
| Signature/Acknowledgment | (Optional) Confirmation from recipient or sender for receipt and validation |
Sample Construction Transmittal Table
Here’s a simplified example of how a transmittal might be formatted:
| Field | Sample Entry |
|---|---|
| Transmittal No. | TR-1043 |
| Date | June 23, 2025 |
| Project | Lakewood Plaza Renovation |
| From | ABC General Contractors |
| To | MNP Structural Consultants |
| Documents Included | Beam Layout Drawing Rev. 2, Steel Detail Sheet A3 |
| Purpose | For Review |
| Delivery Method | Sent via Autodesk Build |
| Notes | Please return comments by June 27, 2025 |
Benefits of Using Transmittals in Construction
| Benefit | Explanation |
|---|---|
| Improved Organization | Keeps all communication structured and traceable |
| Accountability | Tracks who sent and received documents |
| Project Continuity | Ensures all team members are working from the correct, current documents |
| Legal Protection | Offers documented proof of communication in case of disputes |
| Time Efficiency | Reduces confusion, delays, and redundant requests |
Paper vs. Digital Transmittals
Paper Transmittals
Pros:
- Simple to use on-site
- Tangible for physical handovers
Cons:
- Can be lost or damaged
- Harder to organize and search
- Requires physical storage
Digital Transmittals
Digital transmittals are now widely used thanks to construction management software like:
- Procore
- Autodesk Construction Cloud
- PlanGrid
- Newforma
- Bluebeam
Pros:
- Real-time delivery tracking
- Auto-generated logs and receipts
- Easier archiving and searching
- Accessible from any location
Cons:
- Requires internet access
- Some users need training on platforms
Construction Transmittal vs. Submittal
It’s important not to confuse transmittals with submittals. Here’s a breakdown of the differences:
| Aspect | Transmittal | Submittal |
|---|---|---|
| Purpose | Record of communication/document delivery | Approval request for materials, equipment, or drawings |
| Initiator | Any project stakeholder | Usually contractor or subcontractor |
| Receiver | Any party (e.g., engineer, client, architect) | Usually designer, architect, or consultant |
| Outcome Expected | Acknowledgment or filing | Review, comment, or approval |
| Examples | Sending site reports, change orders | Submitting HVAC specs, shop drawings, product samples |
Best Practices for Managing Construction Transmittals
- Use a Standard Template
Create consistency by using a transmittal form that all team members are familiar with. - Include All Details
Always list document names, revisions, and purpose to avoid confusion. - Track Sequential Numbers
Assign transmittals unique IDs for easy tracking across the project lifecycle. - Use Digital Systems
Where possible, implement software tools that auto-track transmittals and create searchable archives. - Archive Everything
Store every transmittal—digital or paper—for legal, administrative, and operational needs.
Conclusion
A transmittal in construction is more than just a cover sheet—it’s a fundamental tool that supports organized communication, ensures accountability, and protects stakeholders from miscommunication and errors. In complex, document-heavy environments like construction projects, transmittals ensure that everyone is working from the right documents, with full awareness of who sent what and why.
By using transmittals effectively—especially in digital formats—construction professionals can minimize risk, streamline workflows, and maintain an accurate historical record of project documentation.
FAQs About Transmittals in Construction
What is a transmittal in construction?
A transmittal is a formal document used to record and communicate the transfer of other documents or materials from one project stakeholder to another.
Why are transmittals important in construction?
They help ensure clarity, accountability, document control, and legal traceability throughout a construction project.
What is typically included in a construction transmittal?
Details include sender/recipient information, list of transmitted documents, the reason for sending, project details, and delivery method.
Are transmittals legally binding?
They aren’t legally binding contracts, but they serve as legal evidence of communication and document exchange.
How do digital transmittals differ from paper ones?
Digital transmittals are sent via project management software, are automatically tracked, and are easier to store and search.
Who is responsible for creating a transmittal?
Typically, the party initiating the communication—such as a contractor, subcontractor, or consultant—prepares the transmittal.
Can transmittals include submittals?
Yes, transmittals can be used to deliver submittals, but they serve different functions—transmittals log the delivery; submittals seek approval.
Should all transmittals be archived?
Absolutely. Keeping a record of all transmittals helps with audits, claims, and general project management.
