Shop Drawing Review Log Template

Shop Drawing Review Log Template

Fast-Fact Summary Box

• Template Type: Shop Drawing and Submittal Tracking Log
• Governing Framework: CCDC Standards & Professional Review Workflows
• Target Trade: General Contractors & Consultants
• Primary Operational Risk: Review status, resubmission cycles, design reliance, and procurement delay exposure

Scope Boundaries (Who/What it applies to)

This template establishes the administrative boundaries for tracking, reviewing, and approving shop drawings, product data, and physical samples on Ontario commercial construction projects. It applies directly to General Contractors, Prime Consultants (Architects and Engineers), and Subcontractors. The scope covers the entire lifecycle of a submittal, from initial subcontractor drafting through consultant review cycles to final site fabrication release. It manages critical risks associated with design reliance, coordination errors, and procurement delays by enforcing clear accountability for review turnaround times and status tracking.

Mandatory Deliverables & Administrative Windows

• Submittal Schedule: Baseline schedule submitted by the General Contractor within 14 days of contract award, aligned with the master construction programme.
• Initial Submission Window: Subcontractors must submit shop drawings at least 21 days prior to the scheduled fabrication start date.
• Consultant Review Period: Consultants must return reviewed drawings within 10 business days of receipt, marking them as "Reviewed", "Reviewed as Noted", "Revise and Resubmit", or "Not Reviewed".
• Resubmission Cycle: Any "Revise and Resubmit" status requires a corrected submission within 5 business days.
• Log Maintenance: The General Contractor must update the Shop Drawing Review Log weekly, capturing submission dates, review durations, and outstanding actions.
• Closeout Submittals: Final "As-Built" shop drawings and operation manuals must be logged and approved prior to the application for Substantial Performance.

Ontario Regulatory Compliance Notes

Under CCDC Standards and Professional Review Workflows, shop drawing approvals do not relieve the contractor of responsibility for field measurements, coordination, or compliance with contract documents. However, delays in the review cycle directly impact project milestones, triggering potential delay claims and impacting payment schedules.

Under the January 1, 2026 Ontario Construction Act amendments (Bill 216 and Bill 60), strict payment and dispute timelines govern the project closeout and progress billing phases:

• Proper Invoices: Invoices submitted by the contractor are legally deemed proper unless the owner delivers a formal written notice of deficiency within 7 days of receipt. Missing this 7-day window forfeits the owner's right to dispute the invoice's structure and immediately starts the 28-day prompt-payment timeline.
• Annual Holdback Release: For contracts extending beyond one year, owners must publish a Notice of Annual Release of Holdback (Form 6) on an electronic construction trade news website within 14 days after each contract anniversary. Payment of the accrued basic holdback must occur no earlier than day 60 and no later than day 74 after publication, provided no liens are preserved.
• Holdback Refusal Restrictions: The former section 27.1 notice-of-non-payment mechanism for refusing holdback distribution due to deficient or incomplete work is repealed. Holdback withholding is strictly restricted to formal contract abandonment, termination scenarios, or preserved lien risk.
• Interim Adjudication: Parties have a strict 90-day window after contract completion, abandonment, or termination to initiate interim binding adjudication through ODACC or a qualified private adjudicator to resolve outstanding payment or delay disputes.

Form/Sign-off Requirements

• Consultant Review Stamp: Every shop drawing must bear the digital or physical stamp of the reviewing consultant, indicating the review status and date.
• Contractor Coordination Stamp: The General Contractor must sign and stamp each submittal prior to consultant transmission, verifying field dimensions and coordination.
• Change-Order Acknowledgement: Any review comment that alters the contract price or schedule must be flagged immediately; work cannot proceed without an executed Change Order.
• Record Retention: The completed Shop Drawing Review Log and all stamped drawings must be archived and retained for a minimum of 7 years post-completion.

Official Verification Sources

• Ontario Construction Act, R.S.O. 1990, c. C.30
• O. Reg. 304/18 (Procedures and Forms)