Clear, coordinated, and complete construction documents are the foundation of every successful project. While these documents are primarily prepared for the Owner, they also serve a vast network of reviewers, including engineers, contractors, agencies, and lenders. Each relies on accurate, well-detailed plans to confirm that standards, codes, and program requirements are being met.
At D3G, we’ve seen firsthand how even experienced teams can encounter avoidable challenges during document reviews. Here are five common mistakes to watch for when assembling plans and specifications, along with tips to help keep your review process efficient and effective.
1. Submitting the Wrong Level of Documentation for Review
Different funding sources and review agencies require different levels of detail. A schematic design set may effectively communicate a project’s concept, but often falls short of what is needed for a HUD pre-application or design development package.
Tip: Align your documentation with the type of review being performed. Municipal and lender reviews often align better with detailed design development, while bid sets or HUD submissions require fully coordinated construction documents. Providing the right level of information at the right stage saves time, reduces resubmissions, and helps keep the project moving forward.
2. Overlooking Area Calculation Standards
Area calculations can vary depending on the standard or program requirements being followed. Clearly identify which standard applies, such as ANSI, BOMA, or HUD, and note any differences in your calculations.
Adding a simple column to your tabulation to show these variations helps reviewers understand what is driving any discrepancies. Even slight differences can have a significant impact on cost estimates, density approvals, or compliance results; therefore, clarity is essential.
3. Missing Key Dimensions and Notes
Even well-prepared teams sometimes overlook small details, such as dimensions, which can slow down the review process. Overall room sizes, wall locations, unit dimensions, and building heights are crucial in helping reviewers validate compliance and intent.
Tip: Review each drawing for key dimensions and cross-check architectural, structural, and MEP plans for consistency. Complete and coordinated information keeps the review process on schedule and helps avoid unnecessary requests for clarification.
4. Submitting Partial or Incomplete Plan Sets
Partial submittals can help meet tight deadlines, though they often add complexity for reviewers. Since feedback is limited to what is submitted, incomplete plan sets can lead to multiple rounds of review and extended timelines.
If partial submittals are necessary, clearly communicate what is included, what is still in progress, and when the remaining documents will follow. Staging and coordination can make this strategy work, but it is best reserved for specific situations where time truly demands it.
5. Skipping a Final Coordination Review
Before submitting your final documents, take time for a thorough coordination review across all disciplines. Overlaps or conflicts between mechanical, electrical, plumbing, architectural, and structural systems can arise during construction and lead to costly issues.
Tip: Use digital review tools or clash detection software to conduct a final coordination check. A fully aligned set helps minimize RFIs, reduces change orders, and keeps your project on track for faster approvals.
Final Takeaway
Strong construction documents do more than meet compliance standards. They tell the story of your project with clarity and confidence. Avoiding these common mistakes ensures smoother reviews, stronger collaboration, and better outcomes from schematic design through final approval.
With decades of experience guiding multifamily and affordable housing projects through complex review processes, D3G helps clients turn firm plans into successful projects. Ready to strengthen your next submission? Connect with D3G’s team of AEC and HUD experts to review your construction documents, streamline approvals, and set your project up for success.
