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HVAC Submittal Package Checklist

Project: __________________________

Submittal #: ____________________

Spec section(s): _________________

Date: __________________________

1 · Package document set

Every submittal package includes these, in this order.

  • Cover sheet — project, submittal number, spec section(s), date, and the submitting company
  • Transmittal — item list keyed to the schedule, with the reviewer/GC and the type (partial or full)
  • Table of contents / section dividers so the reviewer can navigate
  • Product data — manufacturer cut sheets marked to the exact model, options, and finish being furnished (strike what doesn't apply)
  • Shop drawings for anything fabricated or custom, matched to the drawings and schedules
  • Samples or physical mock-ups where the specification requires visual approval
  • Certifications & test reports the spec calls up (listings, ratings, compliance letters)
  • O&M data and warranties where required at this stage
  • Substitution request forms for any product not on the approved-manufacturer list

2 · HVAC scope — by spec section

Pull a submittal for each section in your scope; confirm the spec's Part 1 list.

  • 23 05 48 / 23 05 93 — Vibration isolation and TAB (test-and-balance is often a deferred submittal)
  • 23 07 13 — Duct and pipe insulation with thickness schedules
  • 23 31 13 — Metal ducts: gauge schedule, sealant class, and coordinated shop drawings
  • 23 34 00 — Fans: curves with the operating point plotted
  • 23 36 00 — VAV terminal units: sizes, min/max CFM matched to the schedule
  • 23 73 13 / 23 74 13 — AHUs and RTUs: capacities, ESP, electrical data (MCA/MOCP), curb and clearance dimensions
  • 23 09 00 — Controls: sequences of operation, points list, valve and damper schedules, panel layouts

3 · Before you submit — common rejection reasons to rule out

Reviewers flag these first. Verify each is not an issue before you send.

  • Capacity or ESP below scheduled values, or selections run at non-scheduled conditions
  • Electrical data that conflicts with the electrical drawings (MCA/MOCP vs. breaker and feeder sizes)
  • Missing sound data when the spec sets NC or dBA limits
  • Substituted equipment that changes physical dimensions without confirming it still fits the mechanical room or curb
  • Controls submittal missing sequences or points lists — cut sheets for thermostats alone don't cut it
  • No seismic or wind restraint calculations where the code requires them

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