{"id":100722,"date":"2021-04-07T07:57:55","date_gmt":"2021-04-07T11:57:55","guid":{"rendered":"https:\/\/sjcivil.com\/?p=100722"},"modified":"2024-04-01T06:27:12","modified_gmt":"2024-04-01T10:27:12","slug":"delay-letter-a-template-how-to-write-one","status":"publish","type":"post","link":"https:\/\/sjcivil.com\/delay-letter-a-template-how-to-write-one\/","title":{"rendered":"Delay Letter: A Template &#038; How to Write One"},"content":{"rendered":"<h3 id=\"h-executive-summary\"><strong>Executive Summary<\/strong><\/h3>\n<p>As a contractor, the notification of delay is critical. Here are the important ingredients to a delay\u00a0<a href=\"https:\/\/sjcivil.com\/terms\/#l\">letter<\/a>.<\/p>\n<p><iframe loading=\"lazy\" style=\"border-radius: 12px;\" src=\"https:\/\/open.spotify.com\/embed\/episode\/1LRt6FFQQGfbyntv73LLO9?utm_source=generator\" width=\"100%\" height=\"152\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n<h3 id=\"h-why-do-i-need-one\"><strong>Why do I need one?<\/strong><\/h3>\n<p>Say you\u2019re on a project and you are losing time \u2013 you are delayed. If it\u2019s your fault, you better catch up. If it\u2019s someone else\u2019s fault, especially the Owner or your general contractor, you better let them know. In writing. And, to answer the question of \u201cwhy do I need one?\u201d, that answer is because the Contract says you do and the Contract is all that matters \u2013 I don\u2019t care what that nice \u201clet\u2019s work it out owner\u2019s representative\u201d says. He or she will be\u00a0<em>unavailable<\/em>\u00a0for comment when it\u2019s time to mediate.<\/p>\n<h3 id=\"h-how-do-i-notify-my-client\"><strong>How do I notify my client?<\/strong><\/h3>\n<p>Again, do it in writing. And better than an email is a letter. A letter delivers a \u201cthis is a big and significant deal\u201d-punch versus a lazy email cc\u2019d and bcc\u2019d to a dozen of your closest friends, colleagues, and unrelated project bystanders.<\/p>\n<h3 id=\"h-how-do-i-know-what-s-in-this-letter\"><strong>How do I know what\u2019s in this letter?<\/strong><\/h3>\n<p>The first step is to read your\u00a0<a href=\"https:\/\/sjcivil.com\/\">Contract<\/a>. So, go do this after you read this article. You must read your Contract because it will outline what is required in a notice. If you can\u2019t figure it out, contact your lawyer \u2013 he or she can help you.<\/p>\n<h3 id=\"h-the-template\"><strong>The Template<\/strong><\/h3>\n<p>If you are unable to find the required components of your notice letter, here\u2019s a good start \u2013 here are the pieces to your letter:<\/p>\n<ul>\n<li>Date of notice \u2013 today\u2019s date<\/li>\n<li>Recipient of notice \u2013 this person is likely not on the jobsite. Even though you talk to the project manager every day, the Contract probably says to deliver this letter to the \u201cOfficer in Charge\u201d or \u201cContracting Officer\u201d or \u201cDirector of Public Works\u201d or \u201cDirector of Budget and Fiscal Services\u201d, et cetera.<\/li>\n<li>Body of the letter (not necessarily in this order \u2013 feel it out in the letter)\n<ul>\n<li>Provide an introductory sentence or paragraph telling them what you are going to tell them<\/li>\n<\/ul>\n<ul>\n<li>Tell them you have experienced an impact in time and\/or cost and use descriptors (photos, drawing references, and specification references)<\/li>\n<\/ul>\n<ul>\n<li>Tell them where in the Contract you are provided relief in time or cost<\/li>\n<\/ul>\n<ul>\n<li>Give them the required information by the Contract or tell them when they will have it<\/li>\n<\/ul>\n<ul>\n<li>Reserve your rights to provide additional information at a later time<\/li>\n<\/ul>\n<ul>\n<li>Notify them that you are available to meet at their convenience<\/li>\n<\/ul>\n<\/li>\n<li>Closing of the letter\n<ul>\n<li>Include after your signature who else will be getting a copy of this letter and what enclosures are a part of this letter<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3 id=\"h-can-you-give-me-a-sample\"><strong>Can you give me a sample?<\/strong><\/h3>\n<p>Here\u2019s a sample letter for your use.<\/p>\n<div class=\"wp-container-1 wp-block-group\">\n<div class=\"wp-block-group__inner-container\">\n<figure class=\"wp-block-table\">\n<table class=\"has-subtle-pale-blue-background-color has-background\">\n<tbody>\n<tr>\n<td>April 9, 20xx\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<strong>Letter No. SJC\/CoC-023<\/strong><\/p>\n<p>Mr. John Doe, P.E., Contracting Officer<br \/>\nCity of Columbia (CoC)<br \/>\n6578 Little Patuxent Parkway<br \/>\nColumbia, MD 21044<\/p>\n<p>RE:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Project No. COL-2021-67R \u2014 Bubbling Brook Elementary School Project<br \/>\n<strong><em>Notification of Delay Resulting from Discovery of Rock<\/em><\/strong><\/p>\n<p>Mr. Doe:<\/p>\n<p>This letter is provided to notify you in accordance with General Conditions 6.1, Paragraph B.1, of an impact to SJ Construction, LLC (SJC) in both time and cost as a result of a differing site condition discovered on the above reference project.<\/p>\n<p>This morning at approximately 8.45am, SJC was excavating the elevator pit at Building R at gridline M-6 on drawing C-58 and encountered rock at approximately elevation 401.50 MSL. From the boring report entitled \u201cJanuary 6, 2021 Geotechnical Report of Bubbling Brook Elementary School, by GeoKings, LLC\u201d, it is indicated on borings B-11 and B-13 that soil in this location was to be silty sand. SJC encountered massive basalt which is considerably more difficult to excavate. Photos of this condition are attached in Exhibit A. This change in site conditions will impact SJC in both time and cost.<\/p>\n<p>As this condition is only hours old, we cannot provide the actual time and cost impact at this time. We reserve the right to assess the impacts to SJC at a later time when the full effects of this changed condition can be evaluated.<\/p>\n<p>SJC is available at any time to discuss this change with the City of Columbia \u2013 please do not hesitate to contact me at (301) 555-1212 or scott@sjc.com.<\/p>\n<p>Very truly yours,<\/p>\n<p>Scott Jennings<br \/>\nProject Manager<\/p>\n<p>cc.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Scott Jennings, Sr., President, SJC.<br \/>\nJohn Poindexter, Poindexter and Poindexter Law Group.<br \/>\nEncl.\u00a0\u00a0\u00a0 Exhibit A \u2013 Project Photos.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/figure>\n<\/div>\n<\/div>\n<h3 id=\"h-my-story\"><strong>My Story<\/strong><\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-101926 aligncenter\" src=\"https:\/\/sjcivil.com\/wp-content\/uploads\/2021\/04\/wioletta-plonkowska-UpYxs5jshdQ-unsplash-211x300.jpg\" alt=\"\" width=\"211\" height=\"300\" \/><\/p>\n<p>Every contract is just a touch different, and different jurisdictions have different rules. You better know these rules or you could get stuck in waiving all of your rights to your claim because you didn\u2019t notify on time or to the right person or with the right information. There can be leeway in the ingredients of your letter, but there also can be an argument for your failure to strictly comply with the Contract. Your failure to cross every \u201ct\u201d and dot every \u201ci\u201d could be fatal.<\/p>\n<p>Use my \u201ctemplate\u201d as a guide, but know that it doesn\u2019t fit every situation.<\/p>\n<h4 id=\"h-work-safe\"><strong>Work Safe!<\/strong><\/h4>\n<div class=\"bootstrap-yop yop-poll-mc\">\n<div class=\"basic-yop-poll-container\" data-id=\"2\" data-temp=\"basic\" data-skin=\"minimal\" data-cscheme=\"black\" data-cap=\"0\" data-access=\"guest\" data-tid=\"\" data-uid=\"ad591f472a77b320d42eb3e7965160f7\" data-pid=\"5632\" data-resdet=\"percentages\" data-show-results-to=\"guest\" data-show-results-moment=\"after-vote\" data-show-results-only=\"false\" data-show-message=\"true\" data-show-results-as=\"bar\" data-sort-results-by=\"as-defined\" data-sort-results-rule=\"asc\" data-is-ended=\"0\" data-gdpr=\"no\" data-gdpr-sol=\"consent\" data-css=\".basic-yop-poll-container[data-uid] .basic-vote { text-align: center; }\" data-counter=\"0\" data-load-with=\"2\" data-notification-section=\"top\">\n<div class=\"row\">\n<div class=\"col-md-12\">\n<div class=\"basic-inner\">\n<form class=\"basic-form\">\n<div class=\"basic-elements\">\n<div class=\"basic-element basic-question basic-question-text-vertical\" data-id=\"2\" data-uid=\"6d64586b6ba5ce45b6546fe1808fbb53\" data-type=\"question\" data-question-type=\"text\" data-min=\"1\" data-max=\"1\" data-display=\"vertical\" data-colnum=\"\" data-display-others=\"no\" data-others-color=\"\" data-others=\"\">\n<div class=\"basic-question-title\">\n<h5>Have you ever been bitten by the &#8220;strict compliance rule&#8221; in construction?<\/h5>\n<\/div>\n<ul class=\"basic-answers\">\n<li class=\"basic-answer\" data-id=\"5\" data-type=\"text\" data-vn=\"2\" data-color=\"#000000\" data-make-link=\"no\" data-link=\"\">\n<div class=\"basic-answer-content basic-text-vertical\"><label class=\"basic-answer-label\" for=\"answer[5]\"><input id=\"answer[5]\" autocomplete=\"off\" name=\"answer[2]\" type=\"radio\" value=\"5\" \/><span class=\"basic-text\">Yes.\u00a0We didn&#8217;t cross a &#8220;t&#8221; and were really burned in a negotiation.<\/span><\/label><\/div>\n<\/li>\n<li class=\"basic-answer\" data-id=\"6\" data-type=\"text\" data-vn=\"0\" data-color=\"#000000\" data-make-link=\"no\" data-link=\"\">\n<div class=\"basic-answer-content basic-text-vertical\"><label class=\"basic-answer-label\" for=\"answer[6]\"><input id=\"answer[6]\" autocomplete=\"off\" name=\"answer[2]\" type=\"radio\" value=\"6\" \/><span class=\"basic-text\">No.\u00a0Our clients are fair and\/or we experience minimal project impacts.<\/span><\/label><\/div>\n<\/li>\n<li class=\"basic-answer\" data-id=\"7\" data-type=\"text\" data-vn=\"1\" data-color=\"#000000\" data-make-link=\"no\" data-link=\"\">\n<div class=\"basic-answer-content basic-text-vertical\"><label class=\"basic-answer-label\" for=\"answer[7]\"><input id=\"answer[7]\" autocomplete=\"off\" name=\"answer[2]\" type=\"radio\" value=\"7\" \/><span class=\"basic-text\">A little bit of both above.<\/span><\/label><\/div>\n<\/li>\n<li class=\"basic-answer\" data-id=\"8\" data-type=\"text\" data-vn=\"1\" data-color=\"#000000\" data-make-link=\"no\" data-link=\"\">\n<div class=\"basic-answer-content basic-text-vertical\"><label class=\"basic-answer-label\" for=\"answer[8]\"><input id=\"answer[8]\" autocomplete=\"off\" name=\"answer[2]\" type=\"radio\" value=\"8\" \/><span class=\"basic-text\">We don&#8217;t comply ever, we run rogue!<\/span><\/label><\/div>\n<\/li>\n<\/ul>\n<\/div>\n<div class=\"clearfix\"><\/div>\n<\/div>\n<div class=\"basic-vote\"><a class=\"button basic-vote-button\" href=\"https:\/\/sjcivil.com\/delay-letter-a-template-how-to-write-one\/#\">Let Us Know!<\/a><\/div>\n<div><\/div>\n<div><\/div>\n<div><div class=\"su-button-center\"><a href=\"https:\/\/sjcivil.com\/wp-content\/uploads\/2021\/04\/2021.04.07-Delay-Letter-Template.pdf\" class=\"su-button su-button-style-flat\" style=\"color:#FFFFFF;background-color:#293a57;border-color:#212f46;border-radius:12px;-moz-border-radius:12px;-webkit-border-radius:12px\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"color:#FFFFFF;padding:0px 30px;font-size:22px;line-height:44px;border-color:#6a768a;border-radius:12px;-moz-border-radius:12px;-webkit-border-radius:12px;text-shadow:none;-moz-text-shadow:none;-webkit-text-shadow:none\"> Download The PDF<\/span><\/a><\/div><\/div>\n<\/form>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<span class=\"et_bloom_bottom_trigger\"><\/span>","protected":false},"excerpt":{"rendered":"<p>Executive Summary As a contractor, the notification of delay is critical. Here are the important ingredients to a delay\u00a0letter. Why do I need one? Say you\u2019re on a project and you are losing time \u2013 you are delayed. If it\u2019s your fault, you better catch up. If it\u2019s someone else\u2019s fault, especially the Owner or [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":104684,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","iawp_total_views":708,"footnotes":""},"categories":[302,188,41],"tags":[245,310],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v22.5 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Delay Letter: A Template &amp; How to Write One<\/title>\n<meta name=\"description\" content=\"As a contractor, the notification of delay is critical. Here are the important ingredients to a delay\u00a0letter.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/sjcivil.com\/delay-letter-a-template-how-to-write-one\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Delay Letter: A Template &amp; How to Write One\" \/>\n<meta property=\"og:description\" content=\"As a contractor, the notification of delay is critical. 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