What a Complete Cladding Submittal Contains
A commercial submittal is physical and documentary, not a cut sheet. Reviewers and architects expect to hold the material and read the paperwork. The package proves the wood, the finish, and the assembly components all match what the spec called for.
- Species and grade samples: real samples in the specified species and grade, defined by a recognized NHLA grade or an architectural grade set by sample. "Premium" is not a grade.
- Milled profile: the actual profile run to the specified face width, reveal, and tolerance, so the fit can be checked.
- Finish system: the finish on the actual species, since a coating reads and wears differently on cedar than on a dense hardwood.
- Fasteners and clips: the stainless fasteners, or the proprietary clip and its clip-specific profile.
- Fire-test documentation: the ASTM E84 report for the specific product at the installed thickness, plus a treatment certificate for any fire-retardant-treated species.
- Chain-of-custody paperwork: FSC or PEFC documentation where the project requires certified sourcing.
Why the Milled Profile Belongs in the Submittal
The milled profile is the item a weak submittal usually drops, and it is the one that stops reveal and fit surprises on the wall. A drawing on a cut sheet does not prove the tongue, groove, or shiplap rabbet will hold a uniform reveal across thousands of board feet.
Profile and fastener are one decision, so the submitted profile also settles the fastening. Tongue-and-groove takes hidden fasteners. Shiplap on an exterior wall gets face fastened with visible stainless. A clip system needs a profile milled for that specific clip. Our guide on profile selection walks through how the reveal and the fastening interact. Since J. Gibson McIlvain mills in-house, the submitted profile comes off the same tooling as the production run.
| Submittal item | Confirms |
|---|---|
| Species and grade samples | Material matches the specified grade, not an adjective |
| Milled profile | Reveal, fit, and fastening method |
| Finish on actual species | Color and performance on the real substrate |
| Fasteners and clips | Corrosion resistance and clip-profile match |
| ASTM E84 / treatment cert | Fire compliance for the specific product |
| FSC / PEFC paperwork | Certified sourcing for institutional work |
Fire and Certification Documents Reviewers Require
Plan review wants fire-test documentation for the specific product at the installed thickness, not a generic species sheet. Many commercial and multifamily facades require Class A flame spread per ASTM E84, set at the assembly level and confirmed with the authority having jurisdiction.
Dense tropical hardwoods like Ipe and Cumaru reach Class A untreated. Lighter species get there with exterior-rated fire-retardant treatment qualified under AWPA standards, which means a treatment certificate has to be in the package. For the compliance framework, see our guide on commercial exterior wood cladding and fire code. Where public or institutional funding applies, FSC or PEFC paperwork goes in too; our FSC certification guide covers it.
"A submittal gets kicked back when it is just a cut sheet and a color chip. The reviewer wants to hold the actual milled profile, see the finish on the real species, and read the ASTM E84 report for that exact product. We mill the submittal samples on the same tooling as the order and include the fire and FSC paperwork, so what the architect approves is what shows up on the truck. That is the whole reason the package exists."
Camden Zacker, Sales Director, J. Gibson McIlvain Company
How J. Gibson McIlvain Prepares a Cladding Submittal
J. Gibson McIlvain builds the submittal as a mirror of the released order. The team mills the profile in-house to the specified tolerance, applies the finish system to the actual species, assembles the fastener and clip components, and pulls the ASTM E84 report for the specific product plus FSC chain-of-custody paperwork where required. The samples come off the same tooling and inventory as the production order, so the approved submittal is an honest preview of the facade.
Species get documented to match the spec. Naturally Class A hardwoods like Ipe and Cumaru arrive with their fire reports. Modified woods such as Accoya, Thermory, and Abodo Vulcan come with their stability and finish data. Cedar and cypress ship with the correct grade sample, CVG or STK. The company ships nationwide, so the submittal and the delivered order come from one source no matter where the jobsite sits.
Submittal Checklist
| Item | Why it matters |
|---|---|
| Grade defined by sample | Removes ambiguity; "premium" is not a grade. |
| Actual milled profile | Confirms reveal, fit, and fastening method. |
| Finish on real species | Color and performance differ by substrate. |
| ASTM E84 for the product | Generic species data is not accepted at plan review. |
| Treatment certificate | Required for fire-retardant-treated species. |
| FSC / PEFC paperwork | Required on many institutional and public projects. |
Where Submittals Usually Fail
- Cut sheet only: no milled profile, so reveal and fit go unverified.
- Generic fire data: reviewers want the ASTM E84 report for the specific product and thickness.
- Finish sampled on the wrong species: a coating reads differently on cedar than on dense hardwood.
- Grade by adjective: use NHLA or architectural grade defined by sample, or CVG and STK for cedar.
- Missing chain-of-custody: institutional and public work often requires FSC or PEFC paperwork.
Ordering Information to Resolve Before Pricing
- Material: species, grade defined by sample, moisture-content target.
- Profile: face width, reveal, tolerance, fastening method.
- Finish: system, sheen, and the species it is applied to.
- Documentation: ASTM E84 report, treatment certificate, FSC or PEFC paperwork.
- Logistics: submittal timeline, mockup scope, delivery sequence.
Related J. Gibson McIlvain Guidance and Next Steps
Frequently Asked Questions
What should be in a commercial wood cladding submittal package?
A complete submittal carries species and grade samples, the profile milled to the specified tolerance, the finish on the real species, the fastener and clip components, an ASTM E84 fire-test report for the specific product, and FSC or PEFC chain-of-custody paperwork where required. The physical milled profile and the product-specific fire report are the pieces a weak submittal usually drops. J. Gibson McIlvain mills these on the same tooling as the released order.
Why do reviewers require ASTM E84 data for the specific product?
Reviewers require the ASTM E84 report for the specific product at the installed thickness because generic species data does not prove the installed assembly meets the required flame-spread class. Ipe and Cumaru reach Class A untreated, while lighter species get there with exterior-rated fire-retardant treatment that needs a treatment certificate. The rating applies to the complete assembly, confirmed with the authority having jurisdiction.
Does J. Gibson McIlvain provide submittal samples and documentation?
Yes. J. Gibson McIlvain mills the profile in-house to the specified tolerance, applies the finish to the actual species, assembles the fastener and clip components, and provides the ASTM E84 report for the specific product plus FSC chain-of-custody paperwork where required. The samples come off the same tooling and inventory as the production order, so the approved submittal previews the delivered facade, and the company ships nationwide.
How should grade be defined in a cladding submittal?
Define grade by a recognized standard and by physical sample, not by an adjective like "premium." For hardwoods, reference the applicable NHLA grade or an architectural grade set by an approved sample. For cedar, separate clear vertical grain (CVG) from select tight knot (STK), since they read completely differently on a facade. Grade defined by sample gives the supplier an enforceable target and clears up ambiguity at review.
What certification paperwork is needed for institutional projects?
Institutional and publicly funded projects often require FSC or PEFC chain-of-custody documentation proving the wood came from certified sources. That paperwork belongs in the submittal alongside the fire-test documentation. J. Gibson McIlvain holds FSC chain-of-custody certification and can provide the documentation across the species it supplies, so a mixed-species facade still comes documented from a single certified source.
Sources and Standards Referenced
- ASTM E84 - Surface Burning Characteristics of Building Materials
- National Hardwood Lumber Association - Hardwood grading rules
- American Wood Protection Association - Fire-retardant treatment standards
- Forest Stewardship Council - Chain of custody certification
- PEFC - Programme for the Endorsement of Forest Certification
- WoodWorks - Commercial wood construction resources
