Document transmittal template: free drawing transmittal form (Excel and PDF)
Deskely Completions team Singapore
A document transmittal is the cover sheet that goes with every issue of drawings or documents from one party to another, recording the transmittal number, sender and recipient, the purpose of issue, the documents with their revisions and when a response is due, so there is a dated record of what was sent and received.
This page gives you a free document transmittal template in Excel and PDF, with a purpose of issue drop-down, a response due date worked out from the review period, and an acknowledgement block. It shares a workbook with the drawing register.
- Every issue of a document travels under a numbered transmittal.
- The purpose of issue tells the recipient what to do: review, approve, build, or file.
- The response due date starts the review clock; agree the period in the contract.
- Log the transmittal number against each document in the drawing register.
What goes on a transmittal
| Field | Why it matters |
|---|---|
| Transmittal number | A unique, sequential number that the register and any later correspondence refer to. |
| From, to and attention | Who sent it and who must act on it. |
| Date and response due date | Starts the review period and shows when comments are late. |
| Purpose of issue | For review, for approval, for construction, for information or as-built. |
| Documents | Document number, title, revision, number of copies and format (PDF, native, paper). |
| Acknowledgement | The recipient signs to confirm receipt, which closes the question of whether it arrived. |
Purpose of issue and the status it sets
| Purpose of issue | Status in the register | Expected response |
|---|---|---|
| For review | IFR | Comments by the due date |
| For approval | IFA | A return code (1 to 4) by the due date |
| For construction | IFC or AFC | None; the revision is used at the work front |
| For information | Unchanged | None |
| As-built | As-built | Acceptance into the handover record |
Review periods are set in the contract; 10 to 14 calendar days is common for client review of contractor documents. The template adds the review period to the transmittal date to give the response due date.
What is in the template
| Sheet | Fields |
|---|---|
| Transmittal | Project, transmittal number, date, from (company), to (company), attention, purpose of issue (drop-down), review period, response due date (formula). Document count and copies (formula). Table: number, document number, title, revision, copies, format (drop-down), remarks. Remarks to the recipient, acknowledgement of receipt, sign-off by the issuer and the recipient. |
| Register | The drawing and document register: number, title, discipline, type, revision, status, return code, date issued, transmittal number, superseded flag, with counts by status and return code. |
Transmittals through to handover
Each transmittal number is logged against the documents in the drawing register, so the history of every revision can be traced. Vendor documents come in the same way, and the final as-built issue feeds the handover dossier. Changes between revisions are handled under management of change.
Deskely Submittal checks every vendor submission against spec and register before review.
The Deskely products for this
Frequently asked questions
What is a document transmittal?
The cover sheet sent with each issue of drawings or documents, recording the transmittal number, sender, recipient, purpose of issue, documents and revisions, and the response due date.
What is a transmittal number?
A unique, sequential reference for one issue of documents, used in the drawing register and in later correspondence about that issue.
What does purpose of issue mean?
What the recipient is asked to do with the documents: review, approve, build from them, file them for information, or accept them as as-built.
Is a transmittal needed for email issues?
Yes. Most document control procedures require a numbered transmittal for every formal issue, whatever the channel, so the register stays complete.
- In production since 2014
- Thousands of daily users
- On MODEC FPSO projects since 2016