What Should Be Included in a Shop Drawing Submittal? Complete Checklist

A complete shop drawing submittal should make it easy for the reviewer to understand exactly what is being supplied, where it will be installed, how it meets the contract requirements, and whether any deviations exist.

Unfortunately, many submissions are little more than unmarked manufacturer catalogues.

They may contain dozens of models, optional materials, different sizes, and accessories without clearly identifying the actual product being proposed.

That creates unnecessary review comments and can lead to a revise-and-resubmit response even when the selected product may be acceptable.

This guide explains what should typically be included in a complete shop drawing submittal and how to organize the package before sending it to the consultant.

What Is a Shop Drawing Submittal?

A shop drawing submittal is a project-specific package prepared by a contractor, subcontractor, supplier, manufacturer, or fabricator to describe a proposed product, assembly, or installation.

Depending on the type of work, the package may include:

• Product data
• Fabrication drawings
• Equipment schedules
• Technical selections
• Performance curves
• Wiring diagrams
• Control diagrams
• Installation details
• Certifications
• Samples
• Test reports
• Design calculations
• Coordination drawings

The purpose is not simply to show that a product exists.

The submission should demonstrate that the specific product or assembly proposed for the project is suitable for the intended application and generally conforms to the contract requirements.

1. A Clear Submission Cover Sheet

Every shop drawing package should begin with a clear cover sheet.

At minimum, the cover sheet should identify:

• Project name
• Project number
• General contractor
• Subcontractor
• Supplier or manufacturer
• Submission number
• Revision number
• Submission date
• Specification section
• Equipment or system name
• Equipment tags
• Drawing references
• Reviewer contact information

A descriptive submission title is more useful than a generic title such as “Mechanical Shop Drawing.”

For example:

SD-042R0 – Section 23 73 13 – Air Handling Units – AHU-1 and AHU-2

This allows the project team to understand the package without opening the file.

2. The Applicable Specification Section

The submission should identify the specification section that governs the proposed product or assembly.

Examples include:

• 23 31 13 – Metal Ducts
• 23 34 00 – HVAC Fans
• 23 36 16 – Air Terminal Units
• 23 37 13 – Diffusers, Registers and Grilles
• 23 64 00 – Packaged Water Chillers
• 22 42 00 – Commercial Plumbing Fixtures

The shop drawing does not always need to reproduce the full specification.

However, it should make clear which requirements were used when selecting the proposed product.

Where the product is governed by several sections, identify all relevant references.

3. A Clearly Identified Product Selection

The reviewer should not have to guess which model, size, material, or option is being proposed.

Clearly mark:

• Manufacturer
• Product series
• Exact model number
• Size
• Material
• Finish
• Configuration
• Connection arrangement
• Selected accessories
• Selected options

On manufacturer literature, highlight the actual selection and cross out irrelevant options.

Avoid submitting pages that show many possible configurations without identifying which one applies.

4. Project-Specific Equipment Tags

The submission should connect the proposed product to the project drawings.

Use the same equipment tags shown on the design documents, such as:

• AHU-1
• EF-3
• P-2
• VAV-14
• L-1
• FD-23
• CU-4
• HWH-1

If the package covers several items, provide a schedule matching each project tag to the proposed manufacturer and model.

Project tag	Manufacturer	Model	Quantity	Location
EF-1	Example Air	AX-150	1	Roof
EF-2	Example Air	AX-120	1	Level 3
EF-3	Example Air	AX-120	2	Level 4

This prevents confusion when several similar products appear in one package.

5. Technical Product Data

Include the technical information needed to evaluate the proposed product.

Depending on the equipment or material, this may include:

• Dimensions
• Weight
• Materials of construction
• Pressure rating
• Temperature rating
• Flow range
• Capacity
• Efficiency
• Sound data
• Electrical characteristics
• Motor data
• Connection sizes
• Filter ratings
• Insulation
• Coatings
• Enclosure rating
• Operating limits
• Required clearances

Only include information relevant to the proposed selection where practical.

A concise package with clearly marked data is usually easier to review than hundreds of generic catalogue pages.

6. Certified Performance Selections

For performance-based equipment, generic catalogue information is often not enough.

The package should include a project-specific selection showing performance at the scheduled operating conditions.

Examples include:

Fans

• Airflow
• External static pressure
• Total static pressure
• Fan speed
• Brake horsepower
• Motor horsepower
• Efficiency
• Sound data
• Fan curve
• Operating point

Pumps

• Flow
• Head
• Pump speed
• Impeller size
• Efficiency
• Motor horsepower
• Net positive suction head
• Pump curve
• Duty point

Heating and cooling coils

• Entering and leaving air temperatures
• Entering and leaving water temperatures
• Fluid flow
• Airflow
• Capacity
• Air pressure drop
• Fluid pressure drop
• Fin spacing
• Face velocity

Air terminal units

• Design airflow range
• Minimum and maximum airflow
• Inlet size
• Pressure requirements
• Sound data
• Reheat capacity
• Controls requirements

Heat exchangers

• Design flows
• Entering and leaving temperatures
• Capacity
• Pressure drop
• Materials
• Fouling factors
• Design pressure

The selected performance should be compared against the equipment schedule and design criteria.

7. Dimensions and General Arrangement Drawings

The submittal should show the physical size and arrangement of the proposed product.

Include:

• Overall dimensions
• Connection locations
• Service side
• Access-door locations
• Maintenance clearances
• Required removal space
• Mounting points
• Base dimensions
• Shipping splits
• Field-assembly requirements
• Orientation
• Centreline elevations where relevant

These details allow the contractor and project team to determine whether the equipment will fit within the available space.

A product may meet the required capacity and still be unsuitable because it blocks a doorway, conflicts with another service, or lacks maintenance access.

8. Connection Information

Clearly show all required connections.

Depending on the equipment, this may include:

• Duct connections
• Piping connections
• Drain connections
• Electrical power
• Control wiring
• Communications
• Gas connections
• Refrigerant connections
• Condensate drains
• Relief or vent connections
• Fire-alarm interfaces
• BAS interfaces

Identify the size, type, location, and orientation of each connection.

The connection information should be coordinated with the design drawings and the affected trades.

9. Electrical Requirements

Electrical information is often incomplete in mechanical equipment submissions.

Include:

• Voltage
• Phase
• Frequency
• Full-load current
• Minimum circuit ampacity
• Maximum overcurrent protection
• Motor horsepower
• Motor efficiency
• Starter requirements
• Variable-frequency-drive requirements
• Disconnect requirements
• Control voltage
• Electric heating load
• Short-circuit requirements where applicable
• Emergency-power requirements where applicable

The electrical requirements should match the project electrical design or be identified as a deviation.

A change in voltage or load can affect feeders, breakers, transformers, generators, and emergency-power capacity.

10. Controls and BAS Information

Where the product includes controls or interfaces with the building automation system, include enough information to coordinate the controls scope.

This may include:

• Control sequence
• Points list
• Sensors
• Actuators
• Factory-mounted controls
• Field-installed controls
• Communication protocol
• Alarm points
• Interlocks
• Safety devices
• Network requirements
• Wiring diagrams
• Control panel details

Clearly identify the division of responsibility between:

• Equipment manufacturer
• Mechanical contractor
• Electrical contractor
• BAS contractor
• Fire-alarm contractor
• Other specialty contractors

For example, a manufacturer may supply a control panel while the BAS contractor provides the network connection and remote points.

11. Required Accessories

Accessories are commonly missed because they appear in the specification but not on the main equipment schedule.

Examples include:

• Isolation valves
• Flexible connectors
• Vibration isolators
• Bases and rails
• Disconnect switches
• Guards
• Screens
• Access doors
• Drain pans
• Filters
• Spare filters
• Thermometers
• Pressure gauges
• Service receptacles
• Lighting
• Controls sensors
• Protective coatings
• Sound attenuating components
• Special tools
• Spare parts

Provide a list of included accessories and identify any accessories supplied by others.

12. Materials and Finishes

The package should identify the proposed materials and finishes.

Examples include:

• Galvanized steel
• Stainless steel
• Aluminum
• Copper
• PVC
• CPVC
• Cast iron
• Epoxy coating
• Powder coating
• Factory-painted finish
• Antimicrobial finish
• Corrosion-resistant coating

Where several materials are shown in the manufacturer’s literature, mark the one being supplied.

Material selection may affect corrosion resistance, infection-control requirements, fire performance, pressure rating, and compatibility with the system.

13. Certifications, Listings, and Standards

Where required, include evidence that the product meets the applicable certifications or standards.

Examples may include:

• CSA
• ULC
• UL
• AMCA
• AHRI
• ASME
• NSF
• ASTM
• NFPA
• SMACNA
• Energy-efficiency standards
• Seismic certification
• Fire-resistance testing

The required certification depends on the product, jurisdiction, and specification.

Avoid listing certifications that do not apply to the selected product.

14. Installation Requirements

Include important manufacturer installation requirements that could affect the design or coordination.

Examples include:

• Minimum straight duct length
• Required pipe arrangement
• Minimum access clearance
• Mounting orientation
• Equipment levelling
• Flexible connection requirements
• Drain-trap requirements
• Freeze protection
• Minimum entering-water temperature
• Maximum ambient temperature
• Required ventilation
• Support requirements
• Start-up requirements

Installation manuals may be included, but the relevant requirements should be identified rather than buried in a large document.

15. Structural and Support Information

For heavy equipment or assemblies requiring support, include:

• Operating weight
• Shipping weight
• Point loads
• Centre of gravity
• Base dimensions
• Support locations
• Anchor requirements
• Seismic-restraint requirements
• Vibration-isolation requirements
• Housekeeping-pad requirements
• Suspended-load information

The information should be coordinated with the structural consultant and contractor where applicable.

Do not assume that the design structure automatically accommodates a different or heavier product.

16. Coordination Requirements

A good submittal identifies coordination needs before they become field conflicts.

Examples include:

• Required ceiling access
• Access-panel size
• Wall openings
• Roof penetrations
• Equipment pads
• Structural framing
• Firestopping
• Electrical disconnect location
• BAS connection
• Drain routing
• Service clearance
• Replacement path
• Rigging access
• Coordination with sprinkler coverage
• Coordination with lighting and ceiling systems

These requirements should be reviewed by the contractor before the package is submitted.

Consultant review should not be the contractor’s first coordination check.

17. A List of Deviations

Any deviation from the contract documents should be identified clearly.

Do not hide substitutions or exceptions within the product data.

A deviation schedule can include:

Contract requirement	Proposed product	Deviation	Reason	Impact
600 V motor	480 V motor	Different voltage	Standard manufacturer offering	Electrical redesign required
Stainless steel casing	Galvanized steel casing	Different material	Cost-saving alternate	Reduced corrosion resistance
1,000 mm unit length	1,150 mm unit length	Larger equipment	Selected manufacturer	Coordination required

The contractor should also indicate whether the deviation affects:

• Cost
• Schedule
• Electrical requirements
• Structural requirements
• Controls
• Maintenance access
• Performance
• Appearance
• Other trades

A submission should never imply full compliance when known deviations exist.

18. Contractor Review Stamp

The contractor should review the package before forwarding it to the consultant.

The contractor review stamp commonly includes:

• Contractor name
• Reviewer name or initials
• Review date
• Review status
• Confirmation of coordination
• Confirmation of field verification
• Identified deviations
• Contractor comments

The stamp should represent an actual review.

Applying a stamp to an unreviewed supplier package does not create a complete submission.

19. Previous Review Comments

For resubmissions, include the consultant’s previous comments and a response to each item.

A comment-response matrix should identify:

• Original review comment
• Contractor or supplier response
• Action taken
• Revised page
• Whether other trades are affected

Example:

Previous comment	Response	Revision
Confirm fan motor voltage	Revised to 600 V, 3-phase	Pages 3 and 5
Provide access clearance	900 mm clearance added	Page 7
Identify casing material	Galvanized steel casing highlighted	Page 4

Also identify changes using revision clouds, highlighting, or another consistent method.

20. A Logical and Searchable PDF

The final PDF should be easy to navigate.

Before submission:

• Use a clear filename.
• Combine related documents into one organized package.
• Add bookmarks.
• Include a table of contents for large files.
• Use searchable text where possible.
• Correct page orientation.
• Remove blank and duplicate pages.
• Remove unrelated catalogue information.
• Confirm that drawings are legible.
• Confirm that all attachments are included.
• Apply page numbers.
• Check that hyperlinks work where used.

A well-organized PDF reduces review time and makes comments easier to track.

Recommended Shop Drawing Package Order

A practical package order is:

1. Submission cover sheet
2. Contractor review stamp
3. Table of contents
4. Equipment or product schedule
5. Specification compliance summary
6. Deviation schedule
7. Project-specific product selection
8. Certified performance data
9. Dimensions and arrangement drawings
10. Connection information
11. Electrical information
12. Controls information
13. Accessories
14. Materials and finishes
15. Certifications
16. Installation requirements
17. Structural and support information
18. Supporting manufacturer literature
19. Previous comments and responses for resubmissions

Not every submission requires every section.

The package should be tailored to the product and the contract requirements.

What Should Not Be Included?

More information is not always better.

Avoid including:

• Unrelated product families
• Unselected models
• Duplicate pages
• Outdated selections
• Blank forms
• Irrelevant marketing brochures
• Obsolete revisions
• Unmarked option tables
• Unrelated installation manuals
• Documents for other projects
• Internal pricing information
• Unresolved alternate selections

Large amounts of irrelevant information make it harder to find the information that actually matters.

Example: Complete Fan Submittal

A complete fan shop drawing package might include:

• Project and submission cover sheet
• Contractor review stamp
• Fan schedule matching project tags
• Manufacturer and model
• Certified fan selections
• Fan curves with operating points
• Airflow and static-pressure data
• Motor horsepower and electrical characteristics
• Sound data
• Dimensions and weight
• Connection sizes
• Construction materials
• Coating information
• Vibration isolation
• Accessories
• Controls requirements
• Installation clearances
• AMCA certification
• Identified deviations
• Previous comment responses where applicable

By contrast, a generic fan catalogue with no marked selection would not normally provide enough information for a meaningful review.

Example: Complete VAV Box Submittal

A VAV box submission might include:

• Project tag schedule
• Exact manufacturer and model
• Inlet size
• Minimum and maximum airflow
• Pressure requirements
• Sound performance
• Reheat-coil selection
• Entering and leaving temperatures
• Water flow and pressure drop
• Electric-heater data where applicable
• Controls package
• Damper actuator
• Airflow sensor
• Access requirements
• Connection orientation
• Liner or insulation
• Casing leakage data
• Required certifications
• Selected accessories
• Deviations

This information should be compared with the mechanical schedule, specification, controls requirements, and electrical design.

Shop Drawing Submittal Checklist

Before sending the package to the consultant, confirm that it includes:

• Project name and number
• Submission and revision number
• Specification section
• Equipment or product tags
• Manufacturer
• Exact model
• Clearly marked options
• Project-specific technical data
• Certified performance selection
• Dimensions and weight
• Connection sizes and locations
• Electrical characteristics
• Controls information
• Accessories
• Materials and finishes
• Certifications
• Installation requirements
• Maintenance clearances
• Structural support information
• Coordination requirements
• Identified deviations
• Contractor review stamp
• Previous comments and responses
• Searchable and organized PDF

How AI Can Help Check a Shop Drawing Package

Reviewing a large shop drawing package against a project specification can take significant time.

AI-assisted review can provide an additional quality-control step before formal submission.

A preliminary AI review may help identify:

• Missing product information
• Unmarked selections
• Apparent specification mismatches
• Missing accessories
• Performance discrepancies
• Electrical inconsistencies
• Items requiring BAS coordination
• Potential deviations
• Missing certifications
• Information requiring consultant review

Shopdrawing.AI allows contractors, coordinators, designers, and project managers to upload the project specification and proposed shop drawing package for a preliminary comparison.

AI does not replace contractor coordination, professional judgment, or the consultant’s formal review. It helps project teams identify potential issues earlier.

Check a Shop Drawing Before Submission

Frequently Asked Questions

What is included in a shop drawing submittal?

A shop drawing submittal typically includes a cover sheet, contractor review stamp, product identification, technical data, certified performance selections, dimensions, connections, electrical and controls requirements, accessories, certifications, installation details, deviations, and supporting manufacturer information.

Does a shop drawing need a cover sheet?

A cover sheet is strongly recommended and may be required by the contract documents. It should identify the project, submission number, specification section, equipment tags, contractor, subcontractor, supplier, revision, and date.

Should generic product catalogues be submitted?

Generic product literature may support a submission, but the actual model, size, material, options, and accessories must be clearly identified. Unmarked catalogues are often insufficient.

Do shop drawings need a contractor review stamp?

Most construction contracts require the contractor to review and coordinate shop drawings before submitting them to the consultant. The specific requirement depends on the project’s contract documents.

Should substitutions be identified in a shop drawing?

Yes. Any deviation from the contract documents should be identified clearly, along with the reason and potential impact on cost, schedule, performance, coordination, and other disciplines.

What should be included in a shop drawing resubmission?

A resubmission should include the revised documents, responses to every previous comment, clearly marked changes, an updated revision number, and confirmation that affected trades were coordinated.

How long should a shop drawing submittal be?

There is no required length. The package should contain enough project-specific information for a meaningful review without unnecessary or unrelated manufacturer literature.

Can AI check whether a shop drawing is complete?

AI can help identify missing information, possible specification mismatches, unmarked selections, performance issues, and coordination items. Final responsibility remains with the project participants.

Final Takeaway

A strong shop drawing submittal does not simply provide product literature.

It clearly identifies the proposed product, demonstrates relevant performance, shows dimensions and connections, includes required accessories, identifies coordination needs, and discloses every known deviation.

The best packages are complete without being excessive.

They allow the reviewer to answer four questions quickly:

1. What is being supplied?
2. Does it meet the project requirements?
3. Will it fit and connect properly?
4. Are there any deviations or coordination issues?

When those answers are clear, the review process becomes faster, comments become more focused, and avoidable resubmissions are less likely.

For the next step, read our guide on how to review shop drawings before consultant submission.

You can also review the most common reasons shop drawings get rejected and learn who is responsible for reviewing shop drawings.

You can also use our AI shop drawing review tool to compare a shop drawing against the applicable project specification.