The submittal is the first thing the consultant sees from the supplier and contractor, and its quality decides whether it comes back approved in days or with comments after weeks. This guide explains how to order the file page by page, how to write the compliance table, and a short checklist before sending it.
Key points
- A well-ordered file saves the reviewer searching: cover, index, compliance table, then each material’s documents.
- The compliance table is the heart of the file: each specification clause against what the material offers, with the page that proves it.
- Every certificate must name the exact model and size submitted.
- One file per group of materials is easier to review than one large file for everything.
Ordering the file page by page
- Cover: project name, owner, consultant, contractor, submittal and revision number, date, and a blank box for the consultant’s stamp and decision.
- Index: the list of materials and their page numbers.
- Material schedule: each item with model, size, brand and country of origin.
- Compliance table (detailed in the next section).
- Documents for each material in the same order as the schedule: datasheet, then certificates, then any dimension drawings.
- Agency letter and project references where requested.
Writing the compliance table
The compliance table saves the consultant making the comparison. Write each specification clause as it stands, with what the material offers and the page that proves it:
| Specification item | Required | Offered | Complies? | Page |
|---|---|---|---|---|
| Type | OS&Y gate valve | Flanged OS&Y gate valve | Yes | 12 |
| Approval | UL Listed / FM Approved | UL / FM | Yes | 14–15 |
| Working pressure | 300 PSI | Per the model table | State the figure | 12 |
| Sizes | 4″ – 8″ | Per the model table | State the range | 13 |
If an item does not fully comply, say so clearly with the proposed alternative. A consultant accepts a stated deviation far more readily than one they discover themselves.
Certificates: mind the detail
Warning
Highlight the line with your model and size on the certificate page. UL and FM certificates sometimes cover dozens of models, and the reviewer will not search for yours.
Check that the certificate is valid and that it names the same use (for example, a valve for sprinkler systems rather than another application). The certificate pages on our site show, for each MECH product, the certificates that cover it.
Checklist before sending
- Every model in the material schedule appears in the documents written the same way.
- Every certificate covers the model and size and is valid on the submission date.
- Working pressure and temperature in the datasheets meet or exceed the specification.
- Page numbers in the index and compliance table are correct.
- The revision number is updated for a resubmission, with a note of what changed.
Save time with our tool
Our one-click submittal tool builds a single PDF for MECH products with a project cover, a consultant review box and an index with page numbers, followed by the datasheets and certificates for each product. You then add the compliance table for your project’s specification.
Frequently asked questions
Should I submit all fire protection materials in one file?
One file per group (valves, grooved fittings, sprinklers and so on) is better. Review is faster, and the rejection of one item does not hold up the rest.
What should I do if the file comes back “approved as noted”?
Apply the comments during supply. If the consultant asks for a resubmission, raise the revision number and explain the changes on a first page.
Do I need a sample?
Only if the specification requires one or the consultant asks. For large valves the catalogue and dimension drawings are usually enough.
References
- SBC 801 — Saudi Fire Code.
- NFPA 13 — Standard for the Installation of Sprinkler Systems.
The sample table is for illustration only. Correct figures come from the datasheet of the model submitted and from the project specification.
Part of a complete guide
This article is part of Approving Fire Protection Materials in Saudi Arabia: From the Consultant to Civil Defense.
