Transmittal

Whenever drawings, specifications, reports or submittals move between parties, they should travel with a transmittal. The architect uses one to issue a new drawing revision to the builder. The builder uses one to send IFC drawings to a subcontractor, or to submit shop drawings to the consultant for review.

The transmittal is numbered and logged. Once sent, it forms part of the project record. If someone later says they never received a drawing or were working from an older revision, the transmittal shows exactly what went out and when.

On most projects transmittals are now generated by a document management system rather than filled out by hand, but the purpose is the same.

Every transmittal is recorded in a transmittal register, which lists each issue in date order. Together with the drawing register, it lets anyone answer two questions quickly: what is the current revision of this drawing, and who has it? That matters most when a revision is urgent, for example a structural change that affects work about to be poured or fabricated.

Incoming documents need the same treatment. When a consultant or subcontractor sends documents, register them and check the revisions before passing them on to site.

• Transmittal number. A unique sequential reference.

• Sender and recipients. The organisations and people the documents are going to.

• Date of issue. When the documents were sent.

• Document list. Each document's number, title and revision.

• Purpose of issue. For example for construction, for information, for review, for tender or for approval.

• Remarks and response required. Any instructions, and whether a reply or acknowledgement is expected by a certain date.

A transmittal sends documents. An RFI asks a question about them. A letter or formal notice deals with contractual matters such as delay or variation claims.

Don't use a transmittal to give contractual notice. If a newly transmitted drawing changes the scope, the transmittal itself is not a variation claim or a notice of delay. Respond with the correct notice under the contract.

• Sending drawings by email without a transmittal. Attachments get lost and there is no clean record of what revision went to whom.

• Leaving out the purpose of issue. A drawing sent for information can be mistaken for one issued for construction.

• Not updating the register. The drawing register and transmittal log should always agree.

• Ignoring acknowledgements. Where receipt matters, such as a new IFC revision to a subcontractor, ask for and track acknowledgement.

• Vague document lists. "Revised drawings attached" is not enough. List every document number and revision so there is no argument later about what was included.

• Wrong distribution. Check the recipient list on every issue. Missing a trade, or sending to someone who has left the project, defeats the purpose.