Official Construction Project Notice Letter

What a good one includes

• Clear identification of the sender, recipient, project name, contract number, and the exact date the notice is issued.
• Explicit citations of the contract clauses, sections, or provisions that govern the notice being given.
• A factual, objective description of the event prompting the notice, such as a weather delay, a change order request, or reaching substantial completion.
• A detailed explanation of how this event affects the project schedule, critical path, or budget, specifying any requested extension days or additional costs.
• A list or attachment of supporting evidence, such as photographs, weather reports, daily logs, or correspondence that validates the claim.
• Direct instructions on what the recipient must do next, including response deadlines or required signatures to acknowledge receipt.

Common mistakes to avoid

• Failing to adhere to the strict notice timelines outlined in the contract, which can result in a waiver of your right to claim extra time or money.
• Writing out of frustration rather than sticking to objective, factual evidence, which weakens your professional standing and damages client relationships.
• Omitting specific dates, contract clauses, or cost impacts, leaving the notice open to interpretation and delaying resolution.
• Sending the notice via unverified channels without obtaining proof of receipt, making it difficult to legally prove the other party was notified.

Frequently asked questions