📍 When to use this template
- Whenever a drawing, document, material sample, or method statement is formally submitted to the Client/Engineer for review.
- Updated continuously as submissions are made and responses are received; reviewed weekly in project meetings.
- Maintained by the PMC's Document Controller or the concerned discipline engineer (Civil, MEP, etc.).
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information6 fields
Project Name
_____________
Contract / Package No.
_____________
Register Title
_____________
Document No.
_____________
Revision No.
_____________
Date of Issue
_____________
2Submission Details9 fields
Submission Ref. No.
_____________
Date of Submission
_____________
Submitted By (PMC/Contractor)
_____________
Document/Drawing Title
_____________
Document/Drawing No.
_____________
Revision No.
_____________
Type of Submission (e.g., Drawing, Method Statement, Material, RFI)
_____________
No. of Copies Submitted
_____________
3Client / Engineer Review Details6 fields
Date of Receipt by Client/Engineer
_____________
Date of Response from Client/Engineer
_____________
Response Ref. No.
_____________
Review Status (Code A/B/C/D, Approved, Approved with Comments, Revise & Resubmit, Rejected)
_____________
Reviewer's Name/Designation
_____________
Key Comments / Remarks
_____________
4Action & Closure6 fields
Action Required By (Discipline/Person)
_____________
Target Date for Action
_____________
Date of Resubmission (if any)
_____________
Resubmission Ref. No.
_____________
Final Closure Date
_____________
Remarks / Link to NCR/SI
_____________
5Timeline & SLA Tracking4 fields
Contractual Review Period (Days)
_____________
Actual Review Period Taken (Days)
_____________
Delay (if any, in Days)
_____________
Reason for Delay (if known)
_____________
💡 Sample filled excerpt
Sl. No: 12 | Submission Ref: ABC/TR/DWG/ARCH/023-R1 | Date: 15-Jun-2023 | Doc Title: First Floor Reflected Ceiling Plan | Review Status: Code B - Approved with Comments | Key Comments: 'Verify AHU locations with MEP drawings. Resubmit for records after incorporating.' | Action By: Architect
⚖ Compliance notes
- Enforces contractual timelines for review, often specified in FIDIC Sub-clause 1.9 (Delayed Drawings or Instructions).
- Provides a clear audit trail for claims related to delays caused by late approvals (EOT claims under FIDIC Sub-clause 8.5).
- Acts as primary evidence during project review meetings (PRM) and for dispute resolution regarding design/document approval status.
- Supports compliance with quality management systems like ISO 9001, which require control of documents and records.