About Transmittals
Transmittals are a vital component of project communication and documentation. They help ensure that important information and materials are delivered correctly and on time, reducing the risk of misunderstandings and delays. In construction, transmittals are often used to send drawings, specifications, contracts, reports, and other project-related documents. Each transmittal includes a log that helps track the flow of documents, making it easier to manage and reference them throughout the project.
What to include in a Transmittal?
- Clear Information: Include clear and complete information on the transmittal form, such as sender and recipient details, date, project name, and a description of the enclosed items.
- Consistent Format: Use a consistent format for all transmittals to ensure that they are easily recognizable and understood by all project stakeholders.
- Document Tracking: Maintain a log of all transmittals sent and received. This helps keep track of document flow and ensures that all items are accounted for.
- Confirmation of Receipt: Request confirmation of receipt from the recipient to ensure that the documents have been received and are being processed.
- Organized Filing: File transmittals and their accompanying documents in an organized manner, making them easy to retrieve and reference when needed.
- Digital Transmittals: Utilize digital transmittal systems to streamline the process, enhance accessibility, and reduce paper usage.
Transmittal Letter Example
A transmittal letter template provided by Smartsheet is shown below as a Transmittal Example.
Transmittals vs. Submittals
- Transmittals: Used to send information or documents from one party to another, often serving as a cover sheet. Transmittals track the exchange of information but do not necessarily require a response.
- Submittals: Specific types of documents submitted by the contractor to the project owner or design team for review and approval. Submittals often include shop drawings, material data, and product samples, requiring formal approval before proceeding.
When to Use a Transmittal
- Sending Project Documents: When transmitting important project documents, such as drawings, specifications, contracts, and reports.
- Communicating Changes: To formally communicate changes, updates, or revisions to project documents.
- Tracking Deliverables: To ensure that all deliverables are properly tracked and documented throughout the project lifecycle.
- Formal Correspondence: For any formal correspondence between project stakeholders that needs to be documented and tracked.
Transmittals are commonly used in conjunction with document management systems such as Aconex which automate the creation, sending, tracking, and archiving of transmittals.
Transmittal Reporting
Mastt provides a comprehensive platform that supports the reporting of construction and capital projects. Here’s how Mastt can assist:
- Centralized Dashboard: Mastt's dashboard offers a centralized view of data, helping project managers track and manage them effectively.
- Digital Transmittals: The platform supports digital transmittal systems, making it easy to create, send, and track transmittals electronically.
- Document Management: Mastt provides tools for organizing and managing all project documents, ensuring that transmittals and their contents are easily accessible and properly filed.
- Tracking and Reporting: The platform helps track the status of transmittals, providing real-time updates and comprehensive reports on document exchanges.
- Stakeholder Communication: Mastt enhances communication between the project owner, contractors, and other stakeholders, ensuring that all parties are informed and that transmittals are handled efficiently.
By leveraging Mastt, project managers can enhance their management of transmittals, leading to more effective communication, accurate documentation, and successful project outcomes. Below is an example of old vs new reporting.
A screenshot of Mastt configurable dashboard showing visualizations including bar charts and donut charts for a project portfolio
