How-to guide · CSI Division 23
How to Format a CSI Division 23 Submittal Packet
Division 23 submittals cover heating, ventilating, and air conditioning systems. This guide walks through the packet structure GCs and mechanical contractors use to get HVAC submittals approved faster.
Standard Division 23 submittal structure
A reviewer-ready Division 23 packet typically follows this order:
- Cover page — project name, spec section (e.g. 23 05 00 or 23 73 00), submittal number, revision, and contractor contact
- Table of contents — document name and starting page for each item in the submittal
- Product data / cutsheets — equipment and materials listed in the spec section
- Shop drawings — coordination drawings when required by the contract documents
- O&M and warranty data — manuals and startup information when included in this submittal cycle
Formatting rules that reduce rejections
- Match the spec section submittal register — if the architect listed eight items, your packet should contain eight clearly labeled sections
- Use one continuous page numbering sequence across the entire PDF, not per-vendor restarts
- Label resubmittals with a revision number and highlight what changed
- Keep file sizes reasonable; split very large shop drawing sets only when the contract allows multiple files
- Export as searchable PDF — scanned image-only files slow down review
Common Division 23 submittal mistakes
- Missing spec section or submittal number on the cover page
- Table of contents page numbers that do not match the merged PDF
- Submitting outdated cutsheets for superseded equipment models
- Mixing Division 23 HVAC with Division 22 plumbing without clear separation
- Uploading individual vendor PDFs instead of one indexed package
Need a starting cover page? Download our free commercial HVAC submittal cover page template.
Delivering the packet to the design team
Most teams upload submittals to Procore, Autodesk Build, email, or a plan room portal. Whichever channel you use, send one consolidated PDF with a clear filename — for example: ProjectName_Div23_HVAC_Submittal_Rev0.pdf.
See how Submittal Stack automates cover pages, reordering, and page numbering, or contact us for enterprise workflow questions.
Tired of doing this manually? Drag and drop your vendor sheets into Submittal Stack and generate a numbered, indexed packet in minutes.