What Is Transmittal in Construction? A Complete Guide
Introduction
In construction projects, accurate communication and thorough documentation are essential for delivering successful outcomes. One important tool that helps achieve both is the transmittal. Whether you’re a contractor, architect, engineer, or project manager, understanding what a transmittal is in construction is key to maintaining project organization and accountability.
In this article, we’ll explain what a transmittal is, how it’s used in the construction industry, what it includes, and why it plays such a critical role in managing project communications.
What Is a Transmittal in Construction?
A transmittal in construction is a formal document that serves as a cover sheet or tracking form for the exchange of project-related information. It accompanies the delivery of documents such as drawings, specifications, contracts, RFIs (Requests for Information), and change orders.
The main function of a transmittal is to record what is being sent, who it is being sent to, by whom, when, and for what purpose. It ensures that everyone involved in the project is informed, and that there’s a documented trail of communication for accountability and reference.
Purpose of Transmittals in Construction
Transmittals are more than just document lists — they serve several critical purposes in construction workflows:
1. Formalize Communication
Transmittals standardize the way information is passed between parties, ensuring consistency and reducing miscommunication.
2. Provide a Document Trail
They help create an official record of which documents were sent, when they were sent, and to whom, which is vital for tracking and audit purposes.
3. Clarify the Purpose of Sent Documents
Transmittals state whether the attached documents are for information, review, approval, or another reason. This avoids ambiguity and ensures proper action is taken.
4. Support Legal Compliance and Claims
In case of disputes or legal issues, transmittals can serve as proof that certain information was sent and received, protecting all parties involved.
Common Uses of Transmittals in Construction
Transmittals are used in a variety of situations across a construction project’s lifecycle, such as:
- Sending construction drawings to contractors for bidding or execution
- Sharing specification documents with engineers for review
- Submitting material samples or shop drawings for approval
- Issuing change orders or revisions to project stakeholders
- Providing meeting minutes or inspection reports
Typical Components of a Construction Transmittal
A well-prepared transmittal will usually contain the following elements:
- Transmittal Number: A unique identifier for tracking purposes.
- Date of Transmission
- Sender Details: Name, company, and contact information.
- Recipient Details: Name, role, and organization.
- Project Title and Number
- List of Documents Being Sent: Including titles, dates, revision numbers, and number of pages.
- Purpose of Transmittal: Such as “For Approval,” “For Review,” or “For Record.”
- Delivery Method: Email, courier, cloud-based file sharing, or physical delivery.
- Comments or Instructions
- Signature or Authorization (if applicable)
Example of Transmittal Use
| Item | Details |
|---|---|
| Transmittal No. | TRM-2025-034 |
| Date | June 20, 2025 |
| From | ABC Construction Ltd. |
| To | XYZ Architects |
| Project | New City Library Project |
| Documents Sent | Structural Drawings (Rev. C), RFI Log |
| Purpose | For Review and Comment |
| Delivery Method | Email with PDF attachments |
Benefits of Transmittals in Construction
| Benefit | Description |
|---|---|
| Clear Communication | Clarifies document content, purpose, and expectations |
| Enhanced Accountability | Tracks who sent and received documents and when |
| Legal Protection | Creates a record useful in disputes or contract claims |
| Better Organization | Helps manage document flow and project files systematically |
| Improved Collaboration | Keeps all project participants informed and aligned |
Best Practices for Using Transmittals
- Always Use a Standard Template: Consistency across all transmittals prevents confusion and supports efficient documentation.
- Be Specific in Descriptions: Clearly name each file or document and its revision/version number.
- Include a Unique Identifier: Assign each transmittal a number for easy tracking.
- Maintain Records: Store both digital and hard copies in a centralized location.
- Use Project Management Software: Platforms like Procore, PlanGrid, or Autodesk Construction Cloud can automate transmittals and improve tracking.
Transmittals vs Submittals: What’s the Difference?
It’s common to confuse transmittals with submittals, but they serve different purposes:
| Aspect | Transmittal | Submittal |
|---|---|---|
| Purpose | Tracks the sending of documents or items | Seeks review or approval for materials/work |
| Content | Covers any kind of project document | Usually includes shop drawings, material samples, etc. |
| Function | Documentation and tracking | Quality control and design compliance |
Conclusion
In construction, a transmittal is more than a simple note or cover sheet—it’s a formal tool used to track and communicate the exchange of essential project documents. It ensures clarity, accountability, and continuity across all phases of a project.
Whether you’re sending technical drawings, responding to RFIs, or distributing revised specifications, transmittals provide a reliable framework for documentation that protects everyone involved and supports the overall success of the project.
FAQs About Transmittals in Construction
What is a transmittal in construction?
A transmittal is a formal document used to send and track project-related information such as drawings, reports, and specifications between project stakeholders.
Why are transmittals important in construction?
They ensure clear communication, create a documented history of correspondence, and reduce the risk of miscommunication or legal disputes.
What should be included in a construction transmittal?
Key components include sender/recipient details, date, project name, list of documents, purpose, and delivery method.
Can transmittals be sent digitally?
Yes, most modern construction projects use email or project management software to send and manage transmittals electronically.
Are transmittals and submittals the same?
No. A transmittal tracks communication, while a submittal is used to obtain approval for materials or work before proceeding.
Who is responsible for preparing transmittals?
Typically, the sender—whether a contractor, architect, or engineer—is responsible for preparing and issuing the transmittal.
How are transmittals numbered?
They are usually assigned sequential numbers with a project-specific code to make tracking easy and consistent.
Do transmittals need to be signed?
Some transmittals require signatures, especially when confirmation of receipt or approval is necessary.
