Sample documents

Notice of claim

Contractor's side | FIDIC 2017 Sub-Clause 20.2.1

In this sample:

• The event giving rise to the claim and the date of awareness are stated clearly, so the notice can be checked against the contract period.
• It refers to the contract clauses that give rise to the entitlement, as well as the clause that sets out the claims procedure.
• It states which contemporary records will be kept to support the time and cost effects.

For confidentiality, the project name, company names, dates and figures have been changed.

Request for information (RFI)

Contractor's side | Medical IT isolated power panels

In this sample:

• It states why the question has to be clarified and which design, procurement or site activities may be affected until the answer comes.
• The conflicts between the drawings and the technical specification are set out point by point, with their references.
• The questions are numbered, clear and answerable, so the Engineer can give a clear and definite decision.

For confidentiality, project names, dates, company details and figures have been changed.

Material approval request

Contractor's side | UPS systems

In this sample:

• It states clearly that the earlier brand acceptance was not an approval of the equipment, and defines the scope of the submittal accordingly.
• Compliance is assessed through the specification clauses marked by the supplier.
• Each specification requirement is shown with the value offered, its compliance status and its reference in the relevant technical document.

For confidentiality, project names, company details, dates and figures have been changed.

Submittal review sheet

Engineer's side | MV switchgear | Rev. 0

In this sample:

• Each comment is given with the specification clause, standard or drawing reference it is based on.
• It states clearly what information, revision or additional document the Contractor must submit to close each comment.
• The review status is clearly defined, and it is stressed that the review does not remove the Contractor's contractual and technical responsibilities.

For confidentiality, project names, company details, dates and figures have been changed.

Claim assessment report

Employer / Engineer side | Late access, extension of time and cost

In this sample:

• It assesses whether the notice and the detailed claim meet the time requirements stated in the contract.
• Delays caused by the Employer and delays arising from the Contractor's own performance are analysed separately.
• The cost items claimed are examined against project records, correspondence and supporting documents; the amounts found reasonable are set out with their reasons.

The purpose of the report is to assess, from objective records, not only whether a claim exists but its contractual entitlement, its effect on time and its financial consequences.

For confidentiality, project names, company details, dates and figures have been changed.

Three-week look-ahead programme

Contractor's side | Electrical works

In this sample:

• All activities are linked to the activity IDs of the approved baseline programme; every line can be traced to its counterpart in the P6 programme.
• Next to the planned site activities, the related WIRs, inspections, approvals, method statements and material approval status are shown, so the constraints on the work are visible.
• Changes since the previous issue are summarised; decisions and approvals expected from the Engineer or other parties are listed with their target dates.

The aim is not only to plan the next three weeks but to make visible the link between site activities and the documentation and approval processes.

For confidentiality, project names, company details, dates and figures have been changed.

Payment milestones against BOQ and programme

Contractor's side | Milestone-based payment tracking

In this sample:

• Each milestone is linked to its BOQ items and to the programme activities that show its scope is complete.
• The target dates in the programme are compared regularly with progress on site and the forecast completion dates.
• The material approvals, critical procurement and follow-up actions needed for each milestone to be met on time are recorded.

The aim is not only to track the payment milestones but to keep the work that goes into each payment in line with the programme, the documentation and the approval process.

For confidentiality, project names, company details, dates and figures have been changed.