Standard Letters for Building Contractors

Standard Letters for Building Contractors......Page 1
Contents......Page 5
Preface to the Fourth Edition......Page 17
Introduction......Page 19
1 Tendering......Page 23
1 To architect, requesting inclusion in list of tenderers......Page 24
2 To architect, if no response to request for inclusion on list......Page 25
3 To architect, agreeing to tender......Page 26
4 To architect, if contractor unwilling to tender......Page 27
5 To architect, if contractor asked to provide information prior to inclusion on tender list......Page 28
6 To architect, if the contractor is informed that the tender date is delayed and is still willing to submit tender......Page 29
7 To architect, if the contractor is informed that the tender date is delayed and is unwilling to tender......Page 30
8 To architect, acknowledging receipt of tender documents......Page 31
9 To architect, regarding questions during the tender period......Page 32
10 To architect, requesting extension of tender period......Page 33
11 To architect, withdrawing qualification to tender......Page 34
12 To architect, if confirming offer where the overall price is dominant......Page 35
13 To architect, if withdrawing offer where the overall price is dominant......Page 36
14 To architect, if amending offer where the pricing document is dominant......Page 37
15 To architect, if tender accepted (a)......Page 38
16 To architect, if tender accepted (b)......Page 39
17 To architect, if tender accepted (c)......Page 40
18 To architect, if purporting to accept tender......Page 41
19 To architect, if another tender accepted......Page 42
2 Contract Documents......Page 43
20 To architect, returning contract documents......Page 45
21 To architect, if mistakes in contract documents and previous acceptance of tender......Page 46
22 To architect, if mistakes in contract documents and no previous acceptance of tender......Page 47
23 To architect, if contractor asked to commence before contract documents signed, but tender accepted......Page 48
24 To architect, if contractor asked to commence before contract documents signed and tender not accepted......Page 49
25 To architect, if contract not signed and certification due......Page 50
3 Insurance and Other Project Planning Matters......Page 51
26 To architect, seeking approval to the names of insurers for employer’s liability......Page 52
27 To architect, regarding contractor’s insurance (a)......Page 53
28 To architect, regarding contractor’s insurance (b)......Page 54
29 To employer, regarding contractor’s insurance (c)......Page 55
30 To employer, within 21 days of acceptance of tender or renewal of insurance......Page 56
31 To architect, after approval of insurers for employer’s liability......Page 57
32 To architect, regarding professional indemnity insurance......Page 58
33 To architect, if professional indemnity insurance is no longer available at commercially reasonable rates......Page 59
34 To architect, if Joint Fire Code remedial measures are a variation......Page 60
35 To architect, if Joint Fire Code remedial measures are a variation, but require emergency action......Page 61
36 To employer, regarding employer’s insurance (a)......Page 62
37 To employer, regarding employer’s insurance (b)......Page 63
38 To employer, regarding employer’s insurance (c)......Page 64
39 To employer, who fails to maintain insurance cover (a)......Page 65
40 To employer, who fails to maintain insurance cover (b)......Page 66
41 To architect and employer, if any damage occurs due to an insured risk (a)......Page 67
42 To architect and employer, if any damage occurs due to an insured risk (b)......Page 68
43 To architect, on receipt of letter of intent......Page 69
44 To architect, if contractor asked to sign a warranty......Page 70
45 To architect, on receipt of defective third party rights notice......Page 71
46 To architect, on receipt of request for warranty......Page 72
47 To architect, if contractor asked to supply a performance bond......Page 73
48 To employer, if asked to execute a novation agreement......Page 74
49 To architect, enclosing the construction phase plan......Page 76
50 To architect, regarding person-in-charge or agent (a)......Page 78
51 To architect, regarding the appointment of a site manager (b)......Page 79
52 To architect, regarding consent to removal or replacement of site manager......Page 80
53 To architect, if required to furnish names and addresses of operatives......Page 81
54 To architect, if passes are required......Page 82
55 To employer, regarding the employer’s representative......Page 83
56 To employer, regarding the project manager......Page 84
4 Operations on Site......Page 85
57 To employer, if possession not given on the due or the deferred date (a)......Page 86
58 To employer, if possession not given on the due date (b)......Page 88
59 To architect, if date for possession advanced......Page 89
60 To employer, giving consent to the engagement of other persons......Page 90
61 To employer, withholding consent to the engagement of other persons......Page 91
62 To architect, regarding items in minutes of site meeting......Page 92
63 To architect, enclosing master programme (a)......Page 93
64 To architect, enclosing master programme (b)......Page 94
65 To architect, enclosing revision to the master programme......Page 95
66 To architect, requesting information......Page 96
67 To architect, if insufficient information on setting out drawings......Page 97
68 To architect, requesting information that setting out is correct......Page 98
69 To architect, if information received late......Page 99
70 To architect, if information not received in accordance with the information release schedule......Page 100
71 To architect, if design fault in architect’s or consultant’s drawings......Page 101
72 To architect, if a design fault in architect’s or consultant’s drawings which the architect refuses to correct......Page 102
73 To architect, if contractor providing contractor’s design documents......Page 103
74 To architect, who fails to return the contractor’s drawings in due time......Page 104
75 To architect, if architect returns contractor’s design document marked ‘C’......Page 105
76 To architect, if architect confirms a comment on documents marked ‘C’......Page 106
77 To architect, if contractor providing contractor’s design documents......Page 107
78 To architect, if contractor providing levels and setting out information......Page 108
79 To architect, who returns contractor’s drawings with comments......Page 109
80 To architect, if discrepancy found between documents......Page 110
81 To architect, if discrepancy within the Employer’s Requirements......Page 111
82 To architect, if discrepancy within the Contractor’s Proposals......Page 112
83 To architect, if discrepancy found between Employer’s Requirements and Contractor’s Proposals......Page 113
84 To architect, if alleging that contractor should have checked the design......Page 114
85 To employer, pointing out design error in Employer’s Requirements......Page 115
86 To architect, requesting directions to integrate the design......Page 116
87 To architect, noting divergence between statutory requirements and other documents (a)......Page 117
88 To architect, noting divergence between statutory requirements and other documents (b)......Page 118
89 To architect, if emergency compliance with statutory requirements required......Page 119
90 To architect, if a change in statutory requirements after base date......Page 120
91 To architect, if development control decision after base date......Page 121
92 To employer (not being a local authority), objecting to the nomination of a replacement architect......Page 122
93 To employer (not being a local authority), objecting to the nomination of the employer as replacement architect......Page 123
94 To employer, if replacement architect not appointed......Page 124
95 To employer, objecting to the nomination of a replacement quantity surveyor......Page 125
96 To architect, regarding directions issued on site by the clerk of works......Page 126
97 To architect, regarding instructions issued on site by the clerk of works......Page 127
98 To architect, if clerk of works defaces work or materials......Page 128
99 To architect, if numerous ‘specialist’ clerks of works visiting site......Page 129
100 To architect, if clerk of works instructs operatives direct......Page 130
101 To quantity surveyor, submitting a Schedule 2 quotation......Page 131
102 To architect, regarding verification of vouchers for daywork......Page 132
103 To employer, if disagreement over whether work is a variation or included in the contract......Page 133
104 To architect, requiring the specification of the clause empowering an instruction (a)......Page 134
105 To architect, requiring the specification of the clause empowering an instruction (b)......Page 135
106 To architect, confirming an oral instruction......Page 136
107 To architect, requesting confirmation of an oral instruction......Page 137
108 To architect, if oral instruction not confirmed in writing......Page 138
109 To architect, objecting to exclusion of person from the Works (a)......Page 139
110 To employer, objecting to exclusion of person from the Works (b)......Page 140
111 To architect, objecting to instruction varying obligations or restrictions......Page 141
112 To architect, withholding consent to instruction altering the design of the Works......Page 142
113 To architect, if attempting to vary the Contractor’s Proposals......Page 143
114 To architect, on receipt of 7 day notice requiring compliance with instruction (a)......Page 144
115 To architect, on receipt of notice requiring compliance with instruction (b)......Page 146
116 To architect, if instruction will affect the contractor’s designed portion......Page 148
117 To architect withholding consent, if instruction will affect the contractor’s design......Page 149
118 To architect, removal of unfixed materials......Page 150
119 To architect, if materials are not procurable......Page 151
120 To architect, if wishing to substitute materials or goods......Page 152
121 To architect, after failure of work or materials or goods......Page 153
122 To architect, if contractor objects to complying with a clause 3.15.1 instruction......Page 154
123 To architect, after work opened up for inspection......Page 155
124 To architect, if excavations ready for inspection......Page 156
125 To architect, if issuing an instruction after ordering removal of defective work......Page 157
126 To architect, if issuing instruction for opening up after ordering removal of defective work......Page 158
127 To architect, if issuing instruction for removal of defective work......Page 159
128 To architect, if wrongly issuing instruction following failure to carry out the work in a proper and workmanlike manner......Page 160
129 To architect, if work to be covered up......Page 161
130 To architect, if antiquities found......Page 162
5 Payment......Page 164
131 To architect, enclosing interim application for payment (a)......Page 165
132 To architect, enclosing interim application for payment (b)......Page 166
133 To quantity surveyor, submitting valuation application......Page 167
134 To architect, if quantity surveyor fails to respond to the valuation application......Page 168
135 To architect, if interim certificate not issued......Page 169
136 To architect, if certificate insufficient......Page 170
137 To employer, if payment not made in full and no withholding notice issued......Page 171
138 To architect, regarding copyright if payment withheld......Page 172
139 To employer, if the advance payment is not paid on the due date......Page 173
140 To architect, if valuation not carried out in accordance with the priced activity schedule......Page 174
141 To architect, if contractor not asked to be present at measurement......Page 175
142 To architect, requesting payment for off-site materials......Page 176
143 To employer, giving 7 days notice of suspension......Page 177
144 To employer, if payment in full has not been made within 7 days despite notice of suspension......Page 178
145 To employer, requesting interest on late payment......Page 179
146 To employer, requesting retention money to be placed in a separate bank account......Page 180
147 To employer, if failure to place retention in separate bank account......Page 181
148 To architect, enclosing all information for preparation of final certificate......Page 182
149 To architect, enclosing final account......Page 183
150 To employer, disputing the final account......Page 184
151 To architect, if final certificate not issued on the due date (a)......Page 185
152 To architect, if final certificate not issued on the due date (b)......Page 186
153 To architect, if final certificate not issued on the due date (c)......Page 187
6 Extensions of Time......Page 188
154 To architect, if delay occurs, but no grounds for extension of time......Page 189
155 To architect, when cause of delay ended if no grounds for extension of time......Page 190
156 To architect, if delay occurs giving grounds for extension of time (a)......Page 191
157 To architect, if delay occurs giving grounds for extension of time (b)......Page 192
158 To architect, providing further particulars for extension of time (a)......Page 193
159 To architect, providing further particulars for extension of time (b)......Page 194
160 To architect, if requesting further information in order to grant extension of time......Page 195
161 To architect, if unreasonably requesting further information in order to grant an extension of time......Page 196
162 To architect, if extension of time is insufficient......Page 197
163 To architect, who is not willing to reconsider an insufficient extension of time......Page 198
164 To architect, if extension of time not properly attributed......Page 199
165 To architect, if extension of time not granted within time stipulated......Page 200
166 To architect, if slow in granting extension of time......Page 201
167 To architect, if review of extensions not carried out (a)......Page 202
168 To architect, if review of extensions not carried out (b)......Page 203
169 To architect, if no final decision on extensions of time (c)......Page 204
170 To architect, who alleges that contractor is not using best endeavours......Page 205
171 To architect, if non-completion certificate or notice wrongly issued......Page 206
172 To employer, if liquidated damages wrongfully deducted......Page 207
173 To employer, if damages repaid without interest......Page 208
7 Loss and/or Expense......Page 209
174 To architect, applying for payment of loss and/or expense (a)......Page 210
175 To architect, applying for payment of loss and/or expense under the supplemental provisions (b)......Page 211
176 To architect, applying for payment of loss and/or expense (c)......Page 212
177 To architect, applying for payment of expense (d)......Page 213
178 To architect, giving further details of loss and/or expense (a)......Page 214
179 To architect or quantity surveyor, enclosing details of loss and/or expense (b)......Page 215
180 To quantity surveyor, providing information for calculation of expense (c)......Page 216
181 To architect, if ascertainment delayed (a)......Page 217
182 To architect, if ascertainment delayed (b)......Page 218
183 To architect, if ascertainment too small......Page 219
184 To employer, regarding a common law claim......Page 220
185 To employer, regarding a common law claim......Page 221
8 Termination, Arbitration, Adjudication and Completion......Page 222
186 To employer or architect, if default notice served......Page 223
187 To employer or architect, if default notice served justly......Page 225
188 To employer, if premature termination notice issued......Page 226
189 To employer who terminates after notification of cessation of terrorism cover......Page 227
190 To employer, giving notice of default before termination......Page 228
191 To employer, terminating employment after default notice......Page 229
192 To employer, terminating employment on the employer’s insolvency......Page 230
193 To employer, where either party may terminate......Page 231
194 To employer, terminating if suspension has not ceased after notice......Page 232
195 To employer, terminating employment after damage by insured risk......Page 233
196 To employer, giving notice of intention to refer a dispute to adjudication......Page 234
197 To nominating body, requesting nomination of an adjudicator......Page 235
198 To adjudicator, enclosing the referral......Page 236
199 To employer, if the adjudicator’s decision is in your favour......Page 237
200 To employer, requesting concurrence in the appointment of an arbitrator......Page 238
201 To appointing body, if there is no concurrence in the appointment of an arbitrator......Page 239
202 To architect, if practical completion of the Works or a section imminent......Page 240
203 To architect, if completion certificate wrongly withheld (a)......Page 241
204 To architect, if completion statement wrongly withheld (b)......Page 242
205 To employer, consenting to early use......Page 243
206 To employer, consenting to partial possession (a)......Page 244
207 To employer, consenting to partial possession (b)......Page 245
208 To employer, issuing written statement of partial possession......Page 246
209 To employer, refusing consent to partial possession......Page 247
210 To architect, after receipt of schedule of defects......Page 248
211 To architect, when making good of defects completed......Page 249
212 To architect, returning drawings, etc. after final payment if requested......Page 250
9 Sub-Contractors......Page 251
213 To employer, requesting consent to assignment......Page 252
214 To employer, if asked to consent to assignment......Page 253
215 To sub-contractor, assessing competence under the CDM Regulations......Page 254
216 To a designer, assessing competence under the CDM Regulations......Page 255
217 To architect, requesting consent to sub-letting......Page 256
218 To employer, requesting consent to addition of persons to clause 3.8 list......Page 257
219 To employer, giving consent to addition of person to clause 3.8 list......Page 258
220 To sub-contractor: letter of intent......Page 259
221 To sub-contractor, regarding part of the construction phase plan......Page 260
222 To sub-contractor, enclosing part of the construction phase plan......Page 261
223 To domestic sub-contractor, requiring a warranty if not noted in the invitation to tender......Page 262
224 To domestic sub-contractor, requiring a warranty if not noted in the contract documents......Page 263
225 To architect, if domestic sub-contractor refuses to provide a warranty which was not originally requested......Page 264
226 To architect, objecting to a named person (a)......Page 265
227 To architect, objecting to a nominated sub-contractor (b)......Page 266
228 To architect, if contractor unable to enter into a sub-contract with named person (a)......Page 267
229 To architect, if unable to enter into sub-contract with named person in accordance with particulars (b)......Page 268
230 To architect, if some listed sub-contractors will not tender......Page 269
231 To architect, if contractor enters into a sub-contract with named person......Page 270
232 To architect, if contractor enters into contract with named person......Page 271
233 To sub-contractor, regarding insurance......Page 272
234 To sub-contractor that fails to maintain insurance cover......Page 273
235 To sub-contractor, enclosing drawings......Page 274
236 To sub-contractor, if asked to consent to assignment......Page 275
237 To sub-contractor that sub-lets without consent......Page 276
238 To sub-contractor, giving consent to sub-letting......Page 277
239 To sub-contractor, if no person-in-charge......Page 278
240 To sub-contractor, requiring compliance with direction......Page 279
241 To sub-contractor that fails to comply with direction......Page 280
242 To sub-contractor, if contractor dissents from alleged oral direction......Page 281
243 To sub-contractor that wrongly confirms an oral direction......Page 282
244 To sub-contractor that confirms an oral direction which was given......Page 283
245 To sub-contractor, if non-compliant work allowed to remain......Page 284
246 To sub-contractor, if defective work opened up......Page 285
247 To sub-contractor, inspection after failure of work......Page 286
248 To sub-contractor, after failure of work......Page 287
249 To sub-contractor, accepting Schedule 2 quotation......Page 288
250 To sub-contractor, rejecting Schedule 2 quotation......Page 289
251 To sub-contractor, if necessary to measure work......Page 290
252 To sub-contractor, fixing a new period for completion......Page 291
253 To sub-contractor, fixing a new period for completion after practical completion of the sub-contract works......Page 292
254 To sub-contractor, if no extension of time due......Page 293
255 To sub-contractor, if claim for extension of time is not valid......Page 294
256 To sub-contractor, if sub-contract works not complete by due date (a)......Page 295
257 To sub-contractor, if sub-contract works not complete within the period for completion (b)......Page 296
258 To sub-contractor, requesting further information in support of a financial claim......Page 297
259 To sub-contractor, applying for payment of loss and/or expense (a)......Page 298
260 To sub-contractor, applying for payment of loss and/or expense (b)......Page 299
261 To sub-contractor, giving notice of an interim payment......Page 300
262 To sub-contractor, enclosing payment......Page 301
263 To sub-contractor, giving withholding notice......Page 302
264 To adjudicator, enclosing written statement......Page 303
265 To sub-contractor if adjudicator appointed, but there is no dispute......Page 304
266 To adjudicator, if there is no dispute......Page 305
267 To sub-contractor, if sub-contractor has wrongly sent 7 day notice of intention to suspend performance of obligations......Page 306
268 To sub-contractor, if sub-contractor has correctly sent 7 day notice of intention to suspend performance of obligations......Page 308
269 To sub-contractor, requesting documents for calculation of the final sub-contract sum......Page 309
270 To sub-contractor that has failed to submit documents for the calculation of the final sub-contract sum (a)......Page 310
271 To sub-contractor that has failed to submit documents for the calculation of the final sub-contract sum (b)......Page 311
272 To sub-contractor, enclosing final payment......Page 312
273 To employer, giving notice of the named sub-contractor’s default......Page 313
274 To sub-contractor, giving notice of default before termination......Page 314
275 To sub-contractor, giving notice before determination......Page 315
276 To architect, if termination of named person’s employment possible......Page 316
277 To sub-contractor, terminating employment after default notice (a)......Page 317
278 To sub-contractor, determining the sub-contract after notice (b)......Page 318
279 To sub-contractor, determining the sub-contract without prior notice......Page 319
280 To sub-contractor, terminating employment after termination of the main contract......Page 320
281 To sub-contractor, termination on insolvency......Page 321
282 To sub-contractor, if cessation of terrorism cover notified......Page 322
283 To sub-contractor, notifying the employer’s election after cessation of terrorism cover notified......Page 323
284 To sub-contractor that serves a default notice (a)......Page 324
285 To sub-contractor that serves a default notice before determination (b)......Page 325
286 To sub-contractor that serves notice of termination (a)......Page 326
287 To sub-contractor that serves notice of determination (b)......Page 328
288 To architect, if employment of named person terminated......Page 330
289 To architect, if employment of named person terminated under ICSub/NAM/C clause 7.4, 7.5 or 7.6......Page 331
290 To architect, if contractor instructed to carry out named person’s work after termination of named person’s employment......Page 333
291 To architect, if contractor decides to sub-let after termination of named person’s employment......Page 334
292 To employer, if money recovered after termination of named person’s employment......Page 335
293 To sub-contractor, requesting details for the health and safety file......Page 336
294 To sub-contractor, if contractor dissents from date of practical completion......Page 337
295 To sub-contractor, notifying practical completion after earlier dissent......Page 338
296 To sub-contractor, enclosing schedule of defects......Page 339
297 To sub-contractor, directing that some defects are not to be made good......Page 340
298 To sub-contractor, if deduction made under main contract for inaccurate setting out......Page 341
299 To architect, if action threatened because of named person’s design failure......Page 342
300 To sub-contract architect, engineer or other consultant, regarding professional indemnity insurance......Page 343
301 To sub-contract architect, engineer or other consultant, if late in providing information......Page 344
302 To sub-contract architect, engineer or other consultant, if action threatened because of design failure......Page 345
303 To sub-contract architect, engineer or other consultant, at the end of a successful project......Page 346
Index......Page 347