Construction transmittals are formal testimonial documents used to trace the exchange of information among project stakeholders. Here’s how to create them.
Construction projects involve the continuous exchange of numerous documents among various stakeholders.
In this context, the transmittal, also known as a construction transmittal, serves as an indispensable tool to track documentation sent between parties, ensuring that each entity is always aware of the quantity and type of information transmitted.
Below, you can explore ways to compile, manage and share your construction transmittals effectively.
To properly prepare your transmittal notes, a construction transmittal software can be helpful. This software simplifies the entire creation process by providing templates to avoid errors and omissions. Additionally, it offers a cloud-based digital archive to track, manage and share all documents belonging to your transmittals from any device. Therefore ensuring project information is always up-to-date.
What is a Construction Transmittal?
In the construction industry, a transmittal (or transmission note), refers to an essential document that helps record the exchange of information among project stakeholders. Construction projects involve a continuous flow of data and documents, including not only architectural drawings but also structural calculations, illustrative reports, technical specifications, financial estimates, safety plans, site documents and many other crucial pieces of information.
The transmittal accompanies all these documents when they need to be sent from one party to another, serving as a detailed record providing concrete evidence of who sent what, to whom, on what date and for what purpose. This ensures complete control over the information and documents exchanged throughout the construction process.
What is the Difference Between Transmittal and Submittal?
The transmittal is often mistakenly confused with the submittal. Although these terms may seem similar in the construction context, it’s crucial to emphasize that they have different meanings and purposes.
The transmittal is a document sent along with other project documents to formally record and monitor the exchange of information among stakeholders. It focuses on creating a complete timeline of documents sent and received during the construction process.
On the other hand, the submittal refers to a document forwarded by the contractor or supplier to the designer or client for review and approval, before or during the project development. It may include safety plans, technical specifications, compliance certificates, work schedules, construction details, administrative documents, etc.
Unlike the transmittal, which aims to record details of informational exchanges among stakeholders, the submittal submits documents for approval, ensuring compliance with contract specifications, project requirements and regulatory prescriptions.
Purpose of a Transmittal
The transmittal plays a crucial role in facilitating the flow of information among different parties involved in a construction project. Its main purpose is to record, monitor and manage the exchange of data and documents. Naturally these are essential for effectively completing the planning, design and construction of a structure.
This important document can provide detailed information about the sender, recipient, transmission date, quantity and type of documents exchanged during a project. It establishes clear responsibilities within the construction process, ensuring that all involved parties have access to relevant information in a timely manner.
In addition to being a key tool for tracking and controlling informational exchanges, the transmittal contributes to improving communication and collaboration among project stakeholders. It allows for the inclusion of explanatory notes and comments related to transmitted documents, minimizing ambiguities and facilitating mutual understanding.
The transmittal also becomes extremely valuable in case of disputes or controversies, providing a complete timeline of communications within the project. It can be used to determine who is responsible for specific actions or decisions at a given moment, offering a clear picture of how particular circumstances unfolded, especially when addressing claims for contractual non-compliance or establishing responsibilities in case of damages.
What to Include in a Transmittal
For a transmittal note to adequately fulfill the aforementioned objectives, it must contain the following key information:
- sender information: name, role and contacts of the party sending the transmittal;
- recipient information: name, role and contacts of the party receiving the transmittal;
- project references: project name and basic information regarding the project in the transmittal;
- issuance date: date on which the transmittal is prepared and sent;
- transmission number: unique identifying number assigned to the transmittal for traceability;
- subject: a brief description clearly summarizing the content and purpose of the transmittal;
- detailed description: a more in-depth account of the transmittal’s content, including relevant details about the information and documents transmitted;
- list of attached documents: a comprehensive list of all documents, drawings, specifications and other materials included in the transmission (each item should be clearly identified with a number and title);
- status and required actions: a clear indication of specific actions the recipient must take in response to the transmission (e.g., review, approval, or provide feedback on attached documents);
- sender’s signature: the sender’s signature to formally confirm the issuance and transmission of documents;
- recipient’s signature: signature (if applicable) of the recipient to confirm the receipt and acceptance of documents;
- copies: indication of how many copies of the transmittal were sent and to whom they were addressed.
Advantages of Transmittals
The use of transmittals in construction projects offers numerous advantages that contribute to improving efficiency and effectiveness in communications. These documents play an essential role in acquiring and recording information exchanged among stakeholders.
When compiled accurately, construction transmittals offer the ability to:
- create a formal and documented record of project communications;
- improve traceability of information;
- ensure compliance with contractual timelines and obligations;
- clarify responsibilities of involved parties;
- provide legal evidence in case of disputes;
- optimize the management of changes and revisions;
- facilitate communication and collaboration among stakeholders;
- simplify storage and retrieval of essential project documents;
- reduce the risk of human errors in information management;
- maintain a clear record of deadlines and commitments.
How to Create a Construction Transmittal
Creating a construction transmittal is a fundamental step in managing construction projects, allowing you to track all documents that need to be exchanged between involved parties.
To create your transmittal notes correctly, follow the steps below:
- collect necessary documentation: before starting, ensure you have all documents, drawings, specifications and other information that should be included in the transmittal (such as inspection reports, work orders, executive drawings, project changes, contractual documentation, etc.);
- organize documents: create a logical structure for documents within the transmittal. You can organize them by type, date, or any other relevant category. This organization will facilitate recipients in reviewing and understanding the documents;
- use a standard format: try to adopt a standard format for your transmittal notes, including header, date, sender, recipient, subject and a detailed list of attached documents;
- index attachments: assign a unique number to each attached document and create a table of contents or index to allow recipients to quickly find desired documents;
- describe content: provide a brief description next to each item in the attachment list, outlining its content and purpose. This will help recipients better understand the importance of each document;
- use clear communication channels: once compiled, forward your transmittal notes to recipients using appropriate communication channels that allow tracking of deliveries;
- create an archive: keep all transmittals and sent documents for record and future reference purposes.
To simplify the entire process of creating and managing transmittals, you can use a Construction Transmittal Software. In this video, I explain how to create, manage, and share construction transmittals digitally with usBIM.dossier, streamlining and expediting this process.
This innovative solution allows you to access numerous predefined templates to speed up the compilation of your transmittal notes without errors.
Through specific tracking and notification features, you can monitor the status of your transmittals and enhance communication with stakeholders. You can share the latest version of documents with all involved parties, keeping them updated in real-time on project activities.
You’ll also have access to a cloud-based digital archive that makes it easy and secure to store and retrieve every document to be attached to your transmittals. Therefore digitizing the entire transmission process and significantly reducing the amount of paper material. Try it now for free for thirty days to explore all its features.