A construction glossary is a shared vocabulary for the documents, workflows, acronyms, and contract instruments that move a project from bid to closeout. The 20 construction terms below appear on nearly every commercial project: in RFI and submittal logs, drawing sets, specifications, change documentation, and punchlists.
This plain-English glossary is written for field teams and the corporate offices that support them. Each entry starts with a direct definition, then explains what triggers the document, who uses it, and where it fits in the construction workflow.
How to use this construction glossary
Use the alphabetical index to jump to a definition. Follow the links within each entry for a detailed guide or related construction terminology.
Addendum · ASI · As-built · Bid leveling · CCD · Change order · Closeout · MasterFormat · Notice of intent · Punchlist · Redline · Retainage · RFI · Scope gap · Shop drawing · Specification · Submittal · Substantial completion · Takeoff · Transmittal
Addendum
An addendum is a formal document issued during bidding that changes the drawings, specifications, or bid instructions before bids are due. Unlike a change order, it is issued before the construction contract is signed. Bidders must price the work as amended by every addendum, so missing one can leave required work out of a bid. Addenda are typically numbered in sequence and become part of the contract documents after award.
ASI
ASI stands for Architect's Supplemental Instructions, a document used to clarify or make minor adjustments to the contract documents without changing contract cost or time. An ASI may resolve a detail or direct a small change that remains within the original scope. If the instruction affects cost, schedule, or contracted scope, the contractor should provide notice and follow the contract's change process rather than treating it as a no-cost clarification.
As-built
As-built drawings record what was actually constructed in the field, including deviations from the original design. Subcontractors and the general contractor usually maintain redlines throughout construction, then turn that information over during closeout. The design team may use those markups to prepare final record drawings. Owners, facility teams, inspectors, and future renovation designers rely on accurate as-built information long after construction ends.
Bid leveling
Bid leveling is the process of normalizing subcontractor bids so a general contractor can compare scope, inclusions, exclusions, assumptions, and price on equal terms. Because bids arrive in different formats and rarely cover scope in exactly the same way, an estimator must identify gaps and align each proposal before selecting a trade partner. Learn how software helps with bid leveling or explore TrunkBid.
CCD
CCD stands for Construction Change Directive, a written instruction directing a contractor to proceed with a change before the parties agree on its cost or schedule impact. It allows work to continue while the adjustment is determined under the contract's change provisions. Once the parties agree on the impact, the directive may be incorporated into a change order. A CCD is distinct from an ASI, which is intended for a clarification or minor adjustment that does not change contract cost or time.
Change order
A change order is a formal, signed amendment to a construction contract that changes scope, price, schedule, or a combination of the three. Change orders can result from owner-directed revisions, differing site conditions, design changes, or unresolved scope. They matter because they update the parties' contractual obligations, not merely the project drawings. A disciplined team connects each change to its source documents, notices, pricing, schedule analysis, approvals, and field execution. Learn why that requires a system of action, not only a system of record.
Closeout
Construction closeout is the final project phase in which the contractor completes remaining work and turns over the building and required documentation to the owner. Typical closeout deliverables include as-built drawings, warranties, operation and maintenance manuals, training records, final lien waivers, testing reports, retainage documentation, and final punchlist sign-off. Strong teams start collecting closeout documents during construction instead of waiting until the end.
MasterFormat
MasterFormat is the Construction Specifications Institute numbering system used to organize specifications and other written construction information into divisions. Commercial project teams use the same classification to organize spec sections, submittal registers, estimates, and scopes of work. The familiar sequence runs from Division 00, Procurement and Contracting Requirements, through Division 49, with reserved numbers along the way. See our guide to construction specifications and CSI MasterFormat.
Notice of intent
A notice of intent is written notification that a party plans to take a contractually significant action, such as awarding work, making a claim, or terminating an agreement. Its exact meaning depends on the contract and context. Common examples include a notice of intent to award and a notice of intent to claim added cost or time. Because contracts often impose strict notice methods and deadlines, project teams treat these notices as clock-starters and preserve proof of delivery.
Punchlist
A punchlist is a list of incomplete or corrective work that must be addressed before final acceptance and project closeout. Items often include missing components, finish defects, adjustment work, incomplete testing, or documentation still owed. The owner, architect, contractor, and relevant trade partners may walk the project together to identify items. The contractor then assigns, tracks, verifies, and closes each item according to the contract.
Redline
A redline is a marked change or annotation on a drawing, specification, or other project document. The name comes from the traditional use of red ink to make changes stand out from the underlying information. Field redlines record installed conditions and feed the as-built set. Design and submittal reviewers also use redlines to identify corrections. A useful redline shows exactly what changed, where it changed, and enough context for the next person to act.
Retainage
Retainage is a portion of each progress payment withheld until defined project milestones or contract requirements are met. The amount, release conditions, and applicable limits depend on the contract and governing law. Owners may withhold retainage from general contractors, who may apply corresponding terms to subcontractors. Because the withheld balance can represent a meaningful share of a contractor's profit and cash, timely documentation and closeout are essential to its release.
RFI
An RFI, or Request for Information, is a formal written question used when the drawings, specifications, or other contract documents do not provide enough information to proceed. A contractor routes the question to the responsible architect, engineer, or other decision-maker and tracks the response as part of the project record. A good RFI is specific, cites the relevant documents, explains the schedule or cost impact, and asks for a decision. Read what an RFI is in construction, use our construction RFI template and example, or explore TrunkRFI.
Scope gap
A scope gap is required work that is missing from, or falls between, the scopes assigned to project participants. Gaps commonly appear at trade interfaces, where each subcontractor assumes the other owns a connecting or supporting task. Careful scope review and bid leveling help teams find these seams before contracts are executed. If a gap survives buyout, the team must determine contractual responsibility before it becomes delay, rework, or a disputed change order.
Shop drawing
A shop drawing is a detailed document prepared by a subcontractor, fabricator, or manufacturer that shows how a specific part of the work will be fabricated or installed. Examples include steel connection details, rebar placing drawings, millwork layouts, and duct fabrication drawings. Shop drawings pass through the submittal process for review before fabrication or installation. Construction drawings communicate design intent for the whole project; shop drawings communicate execution for a specific scope. TrunkReview compares drawing revisions so teams can see what changed.
Specification
A construction specification is a written contract document that defines materials, quality, performance, workmanship, and installation requirements. Specifications complement drawings, which primarily communicate geometry, location, and quantity. Most commercial specifications follow CSI MasterFormat and divide each technical section into General, Products, and Execution. When drawings and specifications appear to conflict, teams should follow the contract's order-of-precedence and RFI provisions rather than assume one always governs. Read construction specifications, explained.
Submittal
A submittal is documentation submitted for review to demonstrate that a proposed product, material, or method complies with the contract documents. Submittals can include shop drawings, product data, samples, mock-ups, test reports, and delegated-design calculations. The typical review chain runs from subcontractor to general contractor to architect or engineer and back. Learn what a submittal is in construction, compare the best construction submittal software, or explore TrunkSubmittal.
Substantial completion
Substantial completion is the contractual milestone at which the owner can occupy or use the project for its intended purpose even though minor work may remain. The architect or other designated contract administrator typically certifies the date. That date can trigger warranty periods, responsibility for utilities and security, insurance changes, liquidated-damages provisions, and partial retainage release. Substantial completion is not the same as final completion: punchlist and administrative work can remain.
Takeoff
A construction takeoff is a quantified list of the materials, assemblies, and units of work required to build a project. Estimators extract quantities from drawings, specifications, and models, then apply labor, material, equipment, overhead, and other pricing inputs. Typical takeoff quantities include square feet of drywall, linear feet of pipe, door counts, tons of steel, and cubic yards of concrete. Accurate takeoffs are a foundation for reliable estimates and bids.
Transmittal
A transmittal is a cover document that records the project information sent from one party to another. It identifies what was sent, who sent it, who received it, the date, the delivery method, and often the purpose or required response. Teams use transmittals for drawings, submittals, samples, specifications, and other formal exchanges. The record can establish that a party delivered specific information by a contractual deadline.
Frequently asked questions
What is a construction glossary? A construction glossary is a reference list of the documents, workflows, contract instruments, and acronyms used on a construction project, defined in the way builders and project owners use them on the job.
What are the most common construction acronyms? Common construction document acronyms include RFI (Request for Information), ASI (Architect's Supplemental Instructions), CCD (Construction Change Directive), CO (Change Order), NOI (Notice of Intent), and CSI (Construction Specifications Institute).
Who uses construction glossaries? Owners, general contractors, subcontractors, architects, engineers, project engineers, superintendents, and estimators all use shared construction terminology to interpret project documents and workflows.
What is the difference between a submittal and a shop drawing? A submittal is any documentation sent for review to show that a proposed product or method complies with the contract documents. A shop drawing is one type of submittal that shows how a specific item will be fabricated or installed.
What is the difference between an ASI and a change order? An ASI clarifies or makes a minor adjustment to the drawings or specifications without changing contract cost or time. A change order formally amends the contract to change scope, price, schedule, or a combination of the three.
Where do construction terms appear on a project? Construction terms appear throughout the project record, including RFI, submittal, and change order logs; drawings; specifications; meeting minutes; schedules; daily reports; and closeout documents.
How Trunk Tools connects construction documents
Every term in this glossary describes work a project team does with documents. Trunk Tools builds AI agents on Cortex, our construction AI platform, to connect those documents and help teams act on them. TrunkRFI drafts questions from project information, TrunkSubmittal reviews submittals against specifications, TrunkReview compares drawing revisions, and TrunkBid levels subcontractor bids against scope.
By the Trunk Tools team. Published September 1, 2026.