A transmittal is the cover document that goes with every set of drawings or documents you send on a construction project. It lists exactly what was sent (sheet numbers, titles, revisions), who it went to, why it was sent (for approval, for information, for construction), and when. It is the record that proves which version of which drawing reached which person, and it is the first thing anyone looks for when a dispute starts with "we never received that revision".
What does a transmittal contain?
| Field | What goes in it |
|---|---|
| Transmittal number | A unique, sequential number per project, for example T-0147 |
| Project | Project name and number, the same as in the title block |
| From / To | Sending company and person; receiving company and person |
| Date | The date the documents left your office |
| Purpose | For approval, for review and comment, for information, for tender, for construction, as requested |
| Document list | One row per document: sheet number, title, revision code, number of copies or file format |
| Delivery method | Email, file-sharing link, common data environment upload, courier, hand delivery |
| Remarks | Anything the receiver must know: "Rev C supersedes Rev B, please destroy prints of Rev B" |
| Acknowledgement | Optional signature or reply confirming receipt |
An example transmittal
| Sheet | Title | Rev | Format |
|---|---|---|---|
| A-101 | Ground floor plan | C | |
| A-102 | First floor plan | C | |
| A-201 | Exterior elevations | B | |
| A-501 | Stair details | A |
Purpose: for construction. Remarks: A-101 and A-102 Rev C reflect the structural grid change; changes are clouded and tagged C.
What is the difference between a transmittal and a drawing register?
A transmittal records one sending event. A drawing register (also called a drawing list, document register or drawing issue sheet) records the whole life of the set: every sheet down the side, every issue date across the top, and the revision issued on each date in the grid. The register answers "what is the current revision of A-201?"; the transmittal answers "did the contractor receive Rev B of A-201, and when?". Most offices keep both, and the transmittal number is often written into the register.
Why transmittals matter
- Proof of delivery. When a contractor builds from an old revision, the first question is whether the new one was sent. A numbered transmittal answers it in a minute.
- Clear intent. "For information" and "for construction" mean very different things. A drawing sent for information is not an instruction to build.
- Superseded documents. The transmittal is the right place to say which revision is replaced, so old prints get removed from site.
- Audit trail. At project closeout, the transmittal log is part of the record of what was issued and when. See the closeout documents checklist.
How to write a good transmittal
- Number transmittals sequentially per project and never reuse a number.
- List every document individually with its revision code. "Architectural set" is not a list.
- Make the revision codes match the revision block on each sheet and the file names. See revision block on drawings.
- State one purpose per transmittal. If some sheets are for approval and others for information, send two transmittals.
- Keep a copy of exactly the files you sent, in a folder named after the transmittal number.
Checking what changed in a transmitted revision
When a transmittal arrives with a new revision, the receiver needs to know what changed, not only that something did. Revision clouds show what the author chose to mark. Comparing the new PDF against the previous one shows everything, including changes nobody clouded. In Ncored, the PDF editor we built in our architecture studio, you open the new revision and drop the previous one onto it: added items show in blue, removed items in red, the rest in grey. It runs on Windows and Mac. More in how to compare two PDF files.
Frequently asked questions
What is a transmittal in construction?
A cover document that lists the drawings or documents being sent, their revisions, the recipient, the purpose and the date, so there is a record of what was issued to whom.
Is a transmittal still needed if drawings are sent by email?
Yes. An email shows that a message was sent; a transmittal shows exactly which sheets and revisions were in it and why. Many offices attach the transmittal as a PDF or generate it from their document management system.
What does "for information only" mean on a transmittal?
The documents are shared so the receiver knows about them, but they are not approved for construction and must not be used to build from.
Who keeps the transmittal log?
Usually the sender: the architect or engineer for design documents, the contractor for submittals. On larger projects a document controller maintains it for everyone.
Related: what are construction documents, what is a drawing revision, shop drawings vs submittals.