Almost every piece of equipment comes with a specification sheet. Think about when you’ve bought a computer—you probably checked the specs to see what the machine could do.
Construction equipment is no different, though the terminology can vary. In this industry, spec sheets are often called cut sheets. You might also hear them referred to as product data sheets or simply data sheets.
In this article, I’ll use these terms interchangeably so you can get familiar with the different ways they might show up.
What is a cut sheet and how it’s used in construction? What do you do with a cut sheet?
With a cut sheet, the main objective is to give people information about the equipment. For example, if I am looking at the flow capacity of a fan coil unit, then I need to refer to the cut sheet or spec sheet to find this. You can also find the product description and additional features to give you an overview of the equipment capabilities.
You can gather the power requirements, dimensions, weight, features, etc.. But it’s important is that you understand what’s required per the contract specifications, that way you can select the right equipment.
Here’s a quick application of a cut sheet:
When engineers design a building’s systems—like heating, cooling, plumbing, or electrical—they start by running calculations to figure out the performance requirements. These numbers tell them what kind of equipment will be needed to keep the building running the way it should.
From there, engineers look to vendors for options. Vendors share cut sheets (also called product data sheets), which give details like capacities, power use, airflow, and other specs. Engineers use these to double-check that the equipment can meet the project’s needs.
Later, in the construction drawings, you’ll usually find an equipment schedule. Think of this as a quick reference table: it lists each major piece of equipment and the key design requirements it must meet.
Sometimes the engineer will list a “basis of design” model (a suggested brand and model) in the equipment schedule, but the final selection often happens later in the project. Typically during the submittal process is when the equipment will be selected, whether is follow the basis of design or be an approve alternate.
The equipment schedule may also include a note like “or approved equal.” In plain terms, that means you can use the exact part listed—or submit something similar that performs the same way.
With the information from the schedule, you can reach out to vendors and see what they can offer. Vendors will usually send you pricing and cut sheets. Your job is to double-check that what they’re offering actually meets the requirements in the drawings.
Working with multiple vendors has its perks. You might find a comparable model at a better price, which can either make your bid more competitive or boost your profit after the job is awarded.
That said, if you’re bidding, always get a price on the equipment that’s specifically listed. The last thing you want is to submit a cheaper option only for the engineer to reject it—leaving you stuck with the extra cost.
One last point: if you go with an alternative vendor to save money, be mindful of installation. Some systems are more complicated to install, and the extra labor or adjustments required can wipe out any savings you thought you’d gain.
Common Use Case for Cut Sheets:
Submittals
A submittal is a document (which includes cut sheets) that you submit to the design engineer for approval to use a piece of equipment or material on a construction project.
The submittal will contain the specifications for the equipment you plan to use for the project. The project engineers or managers will be responsible for sending in this document for review.
The design engineer will then review the document. During the review process, they will look to see that the specification sheet lines up with their design parameters. If they find that your selection is good, then they will provide you a formal response with an approval.
When the equipment submittal has been approved you can proceed to ordering. Thus begins the procurement process, ordering, and waiting for the equipment to arrive.
I just want to note that construction submittals are not just limited to cut sheets. The documents that you have to submit are typically listed in the project plans or specifications.
Verifying Equipment Compatibility Using the Cut Sheets
When you order a large piece of equipment you typically don’t just order the one part and call it a day. Some equipment require supplemental devices to go with it.
Let’s take an air handling unit (AHU) for example.
A constant air volume AHU will require a starter. The starter will just turn the fan on or off.
While a varying speed AHU will required a variable frequency drive (VFD) to run the fan motor.
You can’t just order any VFD or starter of your choice. You need to make sure these devices have the correct capacity to safely operate your equipment.
The most common things to consider when making a VFD or starter selection for your AHU would be to look at the following items:
- Voltage
- Phases
- Horse Power Rating
Without the correct VFD or starter you will not having a working fan motor. This will create some major issues for your construction project. Not only will you need to replace the equipment with the right one, but you’ve also created a delay in the schedule.
Another thing to consider is that you will need to make sure that you can properly support the equipment.
Here where you would review the cut sheets and look for the equipment dimensions and weight. Then you can investigate the existing site conditions and if it can accept the equipment or if modifications are required. There may also be a detail in the drawings that may show supporting steel, this is a good time to verify that it was sized correctly.
Some manufacturers might also provide vibration isolation (springs to absorb vibration from the equipment) for you to install with the equipment. Others may make it optional.
Typically, the engineer will accept the manufacturers preferred method of installation, isolation or not.
This is just one example of how you can use a cut sheet to make selections on supporting equipment.
Field Equipment Verification
As your equipment arrives to the field, the first thing you should be doing is check to make sure you have the right parts. You will do so by referring to the product sheets, looking for the model number, checking dimensions, etc.
Using the AHU example again, you might need to refer to the cut sheets or submittal to determine how to assemble the unit properly.
The submittal can also tell you how the equipment should be wired. Verifying something is wired correctly, especially a fan motor is important. If it’s wrong, you could have a fan that’s running backward!
Cut Sheet Examples and How to Review
We touched on the submittal process and what’s required when you submit a cut sheet. But let’s discuss what you need to look for when you prepare a submittal.
As you review the construction plans, you will need to look for the equipment schedule sections. For this particular example, we will be looking at a set of mechanical plans.
The equipment schedule will look something like the image seen below.
As you can see, there’s a lot of information to digest here. The good news is that there’s only a few columns that you have to really pay attention to during the equipment selection.
Most important would be the columns under “COOLING” and “HEATING”. Those items will let you know the capacity requirements, refrigerant needs, electrical needs, and efficiency. These are all things you’ll need to look for in the cut sheet you receive from the vendor.
The best way to make sure you meet the specified equipment is to order the model that was selected in the schedule. If you’re able to find a vendor that sells the exact model then you’re in luck!
Your vendor can provide you with the equipment submittal. It should contain some mark ups which let you know what product they’re selecting. See below for an example.
If there are no mark ups, you may need to either request it or perform the markups yourself on the cut sheet document.
Sometimes a design engineer will select equipment based on the specifications of a particular product. If the product is discontinued or the lead time will impact the schedule deadline, then an alternative could be proposed. In construction, this is considered a variance.
If this happens and the price of the alternative equipment is higher then you’re entitled to a change order.
Let’s say you’ve selected an alternative.
Now, as you’re reviewing the cut sheets, you need look at the electrical, tonnage, refrigerant, heating data, etc… This needs to line up with what is shown in the equipment schedule.
Take a look at the cut sheet example below, this is for a York rooftop unit (RTU).
It displays various specifications based on their different model offerings. At the top right, you have the model number which also ties to the cooling capacity of the RTU.
It’s also important to take note of the electrical requirements of the unit as well, ensuring the site has the sufficient power for your unit is a critical step.
If I were to send this information in to the engineer, and it looked like the airflow was off or the power was incorrect, he will likely reject my submittal. Then you may be required to use the basis of design equipment or find another alternative.
Conclusion
You should now understand cut sheets and how they relate to the construction field. At first it may not make sense why they’re so important, but the information they provide is what makes it so valuable.
Get familiar with what you should be looking for when referencing a cut sheet. That way you can produce submittals without burning up too many budget hours.
It’s also good to understand what to look for because you’ll be referring back to the cut sheets throughout the project. You don’t want to hunt down the individual sheets every time you open up the document.
With some experience, you’ll quickly see why cut sheets play such a vital role in a construction project.
Thank you for reading.
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