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9.

Standard Letters and Notices in English use by the contractor (with


comments)
Summary of the standard letters and notices for use by the contractor under the
conditions of contract for works of civil engineering construction fourth edition.
Ref.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37.
38.
39.
40.
41.
42.
43.
44.
45.

Subject

Contract
Clause(s)

Agreement or objection to assignment by the Employer


Request for written notification of the delegated powers of the engineer
Dissatisfaction with an instruction of the Engineers Representative
Request for consent to sublet
Request for clarification of ambiguity or discrepancy in the
Documentation and possible additional cost
Request for additional information, disruption of progress
Notice of delay in the issue of any drawing or instruction
Submission of design work for approval
Performance Security
Advice that performance security has been provided
Notice of not foreseeable physical obstructions or conditions on site
Notice of legally or physically impossible work
Submission of program
Cash flow estimate to be submitted
Request for reimbursement of costs in correcting inaccurate setting out data
Reimbursement for exploratory works
Letter advising of employers liability to insure the works after issue of
Taking-over certificate
Claims loss or damage in respect of employers risks
Evidence and terms of insurance
Notice of fossils, geological or archaeological interest
Claims for reimbursement of additional costs and extension of time
Request for the reimbursement of costs associated with patent rights
Notification of damage to a road or bridge on the route to site
Letter to engineer requesting payment for services provided
Return of labor and contractors equipment
Application for cost of samples
Request for extension of time and cost reimbursement where tests not provided
Examination of work before covering up
Reimbursement of costs for opening up the works for inspection
Disagreement with engineer instruction to remove improper work
Notice of delay and additional cost arising from suspension of work
Request for permission to proceed with suspended work
Notice to treat suspended work as omitted from contract
Confirmation of commencement of work
Proposals for commencement
Application for extension of time
Detailed particulars of claim
Interim, final particulars of claim
Request for permission to work night/weekend shifts
Taking-over certificate
Taking over of sections or parts
Clarification of works of repair
Request for reimbursement of costs associated with the engineers
Instruction to search for the cause of a defect
Confirmation of instruction
Notification of varied rate

1.1(a)
2.2
2.3(b)
4
5.2
6.3
6.4
7.2
10.1
10.1
12.2/44
13.1/55.1
14.1
14.3
17.1
18.1
20.1
20.43
25.1
27.1
27.1
28
30.3
31.2
35.1
36.2
36.5
38.2
38.2
39.1
40.1
40.3
40.3
41.1
42.1
44.2(a)
44.2(b)
44.3
45.1
48.1
48.2
49.2
50.1
51.2
52.2

Ref.

46.
47.
48.
49.
50.
51.
52.
53.
54.
55.
56.
57.
58.
59.
60.
61.
62.
63.
64.
65.
66.
67.
68.
69.
70.
71.
72.
73.
74.
75.

Subject

Contract
Clause(s)

Notification of variations exceeding 15%


Day work record
Monthly day work statement
Notice of claim
Substantiation of claim
Substantiation of claim continuing event
Assistance with customs clearance
Assistance with re-export of constructional equipment
Consent for the removal of equipment from site
Notice of disagreement / agreement with measurement records and drawings
Objection to the nomination of a nominated subcontractor
Design liability under a nominated sub contract
Proof of payment to a nominated subcontractor
Notice of withholding payment to a nominated subcontractor
Monthly statement
Notification of non payment
Release of retention money
Statement at completion
Draft final statement
Discharge pursuant to clause 60.7 of the conditions
Release of second half of retention money
Defects liability certificate
Damage to work by special risks
Increased costs arising from the consequence of a special risk
Request for an engineers decision
Notices of contractor
Change of address
Notice of termination of contract
Entitlement to suspend work
Currency restrictions

52.3
52.4
52.4
53.1
53.3
53.3
54.3
54.4
54.1
56.1
59.2
59.3
59.5
59.5
60.1
60.1
60.3
60.5
60.6
60.7
60.3
62.1
65.3
65.5
67.1
68.1
68.3
69.1
69.4
71.1