Quantity Surveyor Contractual Notice

What a good one includes

• A precise reference to the specific clause of your contract that governs the notification of the event.
• A clear, objective description of the event causing the delay, variation, or dispute, including the exact dates and site locations.
• An estimation of the impact, detailing either the specific financial cost, the number of days of delay, or a formal reservation of rights to quantify these later.
• A brief summary of the proactive steps your team is taking to mitigate the delay or cost impact, demonstrating your commitment to the project's progress.
• A list of referenced supporting evidence, such as site photos, marked-up drawings, weather reports, or email correspondence, attached to validate the claim.
• A clear call to action or next steps, specifying the timeframe in which the recipient must respond under the terms of the contract.

Common mistakes to avoid

• Issuing the notice outside of the contractually mandated timeframe, which can completely invalidate your right to claim additional time or money.
• Using ambiguous or emotional language instead of citing objective site data, precise dates, and specific contractual terms.
• Bundling unrelated variations or delay events into a single, confusing notice rather than issuing distinct, traceable notices for each separate occurrence.
• Forgetting to explicitly state the exact contract clause under which the notice is being served, rendering the communication a mere update rather than a formal legal notice.

Frequently asked questions