Standard Forms for Subcontractors

Standard Forms for

Subcontractors

A Practical Approach

RANDOLPH J.B. TAYLOR

 This book was typeset by Ark Imaging for

Blackhall Publishing

33 Carysfort Avenue

Blackrock

Co. Dublin

Ireland

e-mail: info@blackhallpublishing.com

www.blackhallpublishing.com

© Randolph J.B. Taylor, 2007

ISBN: 978 1 84218 125 6

A catalogue record for this book is available from the British Library.

All rights reserved. No part of this publication may be reproduced, stored in a

retrieval system or transmitted in any form or by any means, electronic,

mechanical, photocopying, recording or otherwise, without the prior, written

permission of the publisher.

This book is sold subject to the condition that it shall not, by way of trade

or otherwise, be lent, resold, hired out, or otherwise circulated without the

publisher’s prior consent in any form of binding or cover other than that in

which it is published and without a similar condition including this condition

being imposed on the subsequent purchaser.

Printed in Ireland by ColourBooks Ltd

 Contents

Preface vii

Introduction xi

Table of Forms and Notes xiii

Section 1: Contractual 1

Section 2: Financial 69

Section 3: Document and Information Control 111

Section 4: Site Matters Management 143

Appendix: Check Sheets 195

v
 Disclaimer

The author and publishers assume no responsibility for any outcome fol­
lowing the use of the documents contained in this book.
 Preface

The aim of this book is to assist wherever possible all subcontractors

involved in the construction industry who consider that they have been
treated unfairly or are being treated unfairly by a main contractor and who
do not want to be treated in a similar fashion now or in the future. This
document has not been sanctioned by any of the professional institutions
nor has it been approved by any union’s workers, representative bodies or
contractor’s organisations. I would like to thank the directors of P.J. Walls
Ltd and The BDL Group for granting permission for me to use the tem­
plate forms and letters that follow.

There are many courses and seminars held throughout the industry giving
advice to subcontractors on everything from how to get paid to how to
draft a letter and so I believe that I should explain why I felt it necessary
to produce this book.

In 1989 I returned to England from working in the Middle East where I had
been employed in the offices of a well-known international professional
quantity surveying practice since 1981. During this eight year period
I came across many forms of contract, some novel and some bastardised
versions of “standard forms of contract”. These novel contracts carried
with them risks far greater than any contained in the “standard forms”.
However standard forms incorrectly employed or applied carry risks of
their own. Standard forms of contract used without amendment are of
course a rarity. Nearly every standard form of contract entered into has
been tampered with in some way; clauses have been altered, added to or
deleted by one party, normally to ensure that a better deal is achieved by
that party, whether it is in terms of time or money or some other benefit.

Upon my return in 1989 I was employed by a leading internal fit-out sub­

contractor based in London. I was given the task of creating a commercial
manual for that company. Over the next two years I learned how that par­
ticular marketplace functioned and about the nature of the relationship
between main contractors and subcontractors. I was astounded to discover
just how dictatorial and uncompromising main contractors could be
towards subcontractors.

vii
 Preface

During this period I created a manual which that company still uses to this
day, albeit upgraded to suit the passage of time. I stayed with them for a
further three years developing and upgrading the manual. As a part of the
manual I composed standard memoranda which the foremen site managers
and surveyors were to use to ensure that documentation was produced to
comply with the contract, primarily to protect my employer’s position.

During my time in England my company was appointed by nearly all of

the major main contractors at one time or another and we were subjected
to the same treatment from most of them. The subcontract was always
used as if it was a tool solely for the use and benefit of the main contrac­
tor. For example, the subcontract would always refer to the conditions of
the main contract and the subcontractor was always expected to have read
and accepted the conditions of the main contract, despite rarely being
afforded the opportunity of reviewing the main contract conditions. These
situations are created by inefficient main contractors requesting tender
returns under pressure and appointing subcontractors quickly in order to
meet programme deadlines. Once on site, information is rarely forthcom­
ing, at least not in a timely fashion. Despite this, programme deadlines are
always expected to be met and so on.

When I had finalised the aforementioned manual we started to operate the

memoranda and found after a very short time that we became more
respected and that the main contractors began to realise we were not only
professional at producing a high quality product for them but that we were
also acquainted with the world of contract and were no longer willing to
sit back and wait for their correspondence to overwhelm us.

In 1995 I relocated to Ireland and commenced working for one of the top
ten main contractors in the Republic. After six years with this company
as a senior surveyor and their assistant chief surveyor, I joined a younger
and smaller main contractor as their chief surveyor. I gained a massive
amount of invaluable knowledge and experience from these two employ­
ers and one of the imperatives I learned from them – totally contrary to
my experiences in England – was that subcontractors have to be treated
fairly, provided they are performing well. During my time with these com­
panies I met and created good and long lasting relationships with many
subcontractors.

viii
 Preface

However, having been a subcontractor’s surveyor for six years, I also

know that subcontractors can be treated unfairly by main contractors
and that if, for whatever reason, the main contractor decides that he is
not going to pay, then the subcontractors will not be paid; or they will
only get paid what the main contractors decide to pay. This creates
mayhem, particularly within individual projects, and also throughout the
industry as a whole and leads to frustration, stress and the breakdown of
relationships. In many cases subcontractors are forced into issuing let­
ters from solicitors and paying out for the solicitor’s time and service
with the possibility of no recovery. In worst cases subcontractors verge
on or fall into bankruptcy as their cash flows dry up and entitlements fail
to materialise.

I have written this book to help equip subcontractors with the material
they might need to carry out their contractual obligations in a structured
manner, and ultimately to give the subcontractor a legal foothold in their
relationship with the main contractor. I understand that the Irish construc­
tion market is relatively small and that paths cross more often than not.
However the market is fast, furious and changing and care should be exer­
cised by all operating within it. I also know and understand that the
construction industry operates very much on a personal relationship-by­
relationship basis and much work is found and lost on that basis. Letters
and memoranda therefore do not have to be confrontational or written in
a strictly contractual manner by making reference to “clause this” or
“clause that” in order to set a record of events. However if the contract
requires that written notice of an event or foreseeable event must be given
and it is not, then the exposure and liability could and probably would be
laid at the doorstep of the offender.

The reasons I give for the writing of such records are as follows:

● To assist the main contractor in controlling the project by providing

information and requesting information on time.
● To assist the main contractor by ensuring that he provides informa­
tion to the subcontractor at the appropriate time in order to meet the
programme.
● To ensure that the subcontractor complies with the terms and con­
ditions of the main and subcontract in writing and by doing so pro­

ix
 Preface

tects his rights and position: “a verbal contract is worth the paper it
is written on.”
● To force the main contractor to think and act. Failure to do so when
a written request has been made is suicidal (as many subcontractors
know to their cost).

Three very enlightened men each gave me a piece of advice during differ­
ent periods of my career. I pass them on here as I have found each, at
various times, to be absolutely priceless.

1. Always enter into a contract as though it is going to end in arbitration.

2. Documentation, documentation, documentation.
3. Try not to put the first letter on file but always ensure that a response
is given to every letter received.

The third point seems to contradict the case I have been trying to make.
However when you consider the fact that the construction industry is rela­
tionship-based (in Ireland in particular), you can understand that the tim­
ing and/or need for documentation to be presented is one of choice not
chance.

It is worth noting that a new form of public sector contract is to be intro­

duced in 2007. This will set down different ground rules to those existing
in the industry up to this point and subcontractors should make themselves
aware of those differences and apply any new rules to the documents in
this book.

With the fast-growing pace of the construction industry in Ireland, I

believe that economics and contract law as well as pressure on the larger
companies to turn in profits at higher and higher levels to placate share­
holders will force subcontractors into using a more structured approach to
protect their rights.

And remember main contractors cannot function without subcontractors.

x
 Introduction

The following forms have been grouped into four separate sections:

1. Contractual
2. Financial
3. Information and Document Control
4. Site Matters Management

The forms are designated with the capital letter of each subsection, i.e.
Form C1 or F1 or I1 or SM1.

Some notes about the text that follows:

Note 1: These memos have been written over a period of years and the
background of contracts relating to their creation vary slightly.

Note 2: The subcontractor or indeed anyone or any company using these

forms or intending to use these forms must fully understand the clauses of
the contract under which they are operating at that time and refer to the
conditions of that contract and adopt these forms to suit.

Note 3: Throughout the text memos and notes regarding or referring to

time periods are used to indicate that, under normal circumstances, the
notification of, or action within, time periods is a prerequisite for contrac­
tual compliance.

Note 4: These notes referring to time periods are italicised and ** is used
to indicate that the subcontractor should ensure that periods used in letters
reflect the requirement of the contract under which he/she is currently
employed.

Note 5: If no time limits are set down in the contract for particular issues
then reasonable deadlines/time limits should be used.

xi
 Introduction

Note 6: On some of the following forms a number of choices are given as

to the type of text to use but these are samples only and any one or com­
bination of these may be used; additional selections may be made to suit
the circumstances prevailing at time of writing.

xii
 Table of Forms and Notes

Reference Nr Title Page Nr

Contractual Forms and Notes
C2 Compliance Documentation 7

C4 Main Contract Conditions 9

C6 Notification to Commence the Works 11

C8 Secure Storage 13

C10 Main Contractor’s Insurances 15

C12 Submission of Level

Survey/Data/Dilapidation Survey 17

C14 Out of Sequence Working 21

C16 Out of Sequence Working 23

C18 Notification of Possible Delay to

Programme – Projected Completion 25

C20 Programme Update 27

C22 Request for an Extension of

Time – Imminent Overrun 29

C24 Request for an Extension of

Time – Contract Overrun 33

C26 Extension of Time Extended

Period – Imminent Overrun 37

C28 Request for an Extension of Time –

Extended Period Overrun 41

C30 Out of Sequence Working –

Disruption Costs 45

C32 Request for Approval to Assign the Works 49

C34 Instruction to Assign the Works 51

C36 Costs Associated with Assigning the Works 53

C38 Suspension of the Works due to Non-Payment 55

C40 Determination of the Contract

of Employment due to Non-Payment

57

xiii
 Table of Forms and Notes

C42 Main Contractor in Bankruptcy –

Request for Clarification

59

C44 Determination of Contract of

Employment due to Main Contractor

in Bankruptcy 61

C46 Conciliation 63

C48 Arbitration 65

C50 Request for Release of Final Certificate

and Second Moiety of Retention 67

Financial Forms and Notes

F2 Variations Assessment of Costs and Time 73

F4 Variations Assessment of Costs 75

F6 Update of Time and Costs Expended 77

F8 Loss and Expense Arising from Instruction 79

F10 Loss and Expense – Estimated Costs

Arising from Instruction 81

F12 Loss and Expense – Final Costs

Arising from Instruction 83

F14 Valuation and Payment Dates –

Request for Clarification 85

F16 Submission of Valuation 87

F18 Query on Adjustment to Valuation 89

F20 Query on Certified Values in Valuation 91

F22 Rejection of Set-off Monies 93

F24 Rejection of Set-off – Loss and Expense 95

F26 Rejection of Set-off – No Notification 97

F28 Failure to Advise of and/or Pay Sums

Included in Certificates 99

F30 Non-Payment of Sums Certified 101

F32 Letter to Employer – Non-Payment by

Main Contractor 103

F34 Interest on Late Payment 105

F36 Request for Release of Second

Moiety of Retention 107

F38 Request for Release of Second

Moiety of Retention Reminder 109

xiv
 Table of Forms and Notes

Document Control Forms and Notes

I2 Daywork Sheets Issue Log 115

I4 Daywork Sheets – Request for Return

of Submitted Sheets 117

I6 Information Received from Third Party 119

I8 Drawing Register Incoming 123

I10 Drawing Register Outgoing 125

I12 Schedule of Information Required 127

I13 Schedule of Information Required 128

I15 Site Diary 133

I17 Request for Information 135

I19 Electronic Mail Register Issue Log 137

I21 Two Week Look Ahead Programme 139

I23 Purchasing List 141

Site Matters Forms and Notes

SM2 Abnormal Hazardous Operations 147

SM4 Confirmation of Verbal Instruction 149

SM6 Confirmation of Verbal Instruction Reminder 151

SM8 Confirmation of Adequacy of

Information Received from Others 153

SM10 Confirmation of Adequacy of

Information Received Reminder 157

SM12 Suitability of Previous Works/Backgrounds 159

SM14 Suitability of Previous

Works/Backgrounds Reminder 161

SM16 Request for Approval to Proceed –

Interface Trades 163

SM18 Completion of Work Stages 165

SM20 Completion of Work Stages Reminder 167

SM22 Damage to Work by Others 169

SM24 Completion of Rectification Work 171

SM26 Request for Approval to Proceed to Meet

Programme 173

SM28 Information Received from Third Party 175

SM30 Repairs to Damaged Works –

Confirm Verbal Instruction 179

xv
 Table of Forms and Notes

SM32 Notice of Materials Delivery 181

SM34 Notice of Materials Delivery Turned

Away – Cost of Reordering/Redelivery 183

SM36 Notice of Reordered Material Delivery 185

SM38 Confirmation of Receipt of Instruction 187

SM40 Submission of Check Sheets/Test Results 189

SM42 Submission of Check Sheets Register/Test

Results Register/Log 191

SM44 Completion of Snags 193

SM45 Inspection and Check Sheets 194

xvi
Section 1: Contractual

 Table of Contractual Forms and Notes

Reference Nr Title Page Nr

C2 Compliance Documentation 7

C4 Main Contract Conditions 9

C6 Notification to Commence the Works 11

C8 Secure Storage 13

C10 Main Contractor’s Insurances 15

C12 Submission of Level

Survey/Data/Dilapidation Survey 17

C14 Out of Sequence Working 21

C16 Out of Sequence Working 23

C18 Notification of Possible Delay to

Programme – Projected Completion 25

C20 Programme Update 27

C22 Request for an Extension of

Time – Imminent Overrun 29

C24 Request for an Extension of

Time – Contract Overrun 33

C26 Extension of Time Extended

Period – Imminent Overrun 37

C28 Request for an Extension of Time –

Extended Period Overrun 41

C30 Out of Sequence Working – Disruption Costs 45

C32 Request for Approval to Assign the Works 49

C34 Instruction to Assign the Works 51

C36 Costs Associated with Assigning the Works 53

C38 Suspension of the Works due to Non-Payment 55

C40 Determination of the Contract

of Employment due to Non-Payment

57

C42 Main Contractor in Bankruptcy –

Request for Clarification

59

3
 Standard Forms for Subcontractors

C44 Determination of Contract of Employment

due to Main Contractor in Bankruptcy 61

C46 Conciliation 63

C48 Arbitration 65

C50 Request for Release of Final Certificate

and Second Moiety of Retention 67

 Standard Forms for Subcontractors

Note C1

Re: Compliance Documentation

To be used when issuing quotation.

To show the main contractor that you are compliant and efficient.

These documents are the minimum required and if others are requested by

the main contractor subsequently they should be added to the list and sent

in good time.

To ensure that main contractors do not have an excuse for not paying any

amounts due in first interim claims.

To ensure that main contractors do not withhold monies as a result of

incomplete documentation, e.g. for insurances.

 Contractual

Memo C2

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Compliance Documentation

Please find enclosed the following:

1. Insurance details: PL/EL/All risks

2. Tax forms, completed RCT1 etc.
3. C2 copy
4. Confirmation of pension scheme
5. Confirmation of union membership

If successful and our quotation is accepted we shall furnish Safety and

Method Statements at time of appointment prior to start on site.

Yours truly,

The Subcontractor

 Standard Forms for Subcontractors

Note C3

Re: Main Contract Conditions

To be used prior to issue of quotation and before acceptance of award of

contract.

To enable a defence if there is no reply to the letter advising of amend­

ments and conditions are contradictory between subcontract and main
contract.

 Contractual

Memo C4

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Main Contract Conditions

Please confirm that the main contract conditions are the latest edition of
the RIAI/GDLA (or other form) conditions and that those conditions
remain unaltered.

Should the main conditions have been altered or amended in any way
please let us have copies of those alterations in order to ensure that we are
compliant prior to the signing of the subcontract.

Yours truly,

The Subcontractor

 Standard Forms for Subcontractors

Note C5

Re: Notification to Commence the Works

To be used upon receipt of instruction to commence work in order to

acknowledge date of instruction and actual start on site in case of delayed
start/future delays/late issue of information by the client and others
preventing you from progressing the works.

To be completed using the time period agreed on appointment for the

completion of the subcontract works.

Notification to commence must be given in writing by the main contrac­

tor and, once given in writing, all endeavours must be used by the subcon­
tractor to complete as agreed;

or

to be used when works cannot commence due to circumstances outside

your control, preventing a productive safe start on site.

10

 Contractual

Memo C6

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Notification to Commence the Works

We acknowledge receipt of your verbal instruction/letter/memorandum/

facsimilie/e-mail/order reference …………, dated …………, to proceed
with the works.

We confirm that we are mobilising in order to meet this date which

will give a projected completion date of …………;

or

we have inspected the site/works/area …………… and advise that the site/
works/area is/are not ready for us to commence for the following reasons:

a)
b)
c)

Please have these areas/issues corrected/made good/prepared/altered and

advise us in order that we may mobilise.

We will advise you of any impact that this may have on our programme
upon receipt of your revised start date.

Yours truly,

The Subcontractor

11
 Standard Forms for Subcontractors

Note C7

Re: Secure Storage

To be used to protect subcontractor insurances and rights against theft.

To be requested at time of agreeing contract conditions prior to appointment.

To prevent the main contractor from later stating that materials brought to

site are solely the subcontractor’s responsibility.

To show that the subcontractor was aware of the need for secure storage

and asked for assistance and, if none was forthcoming, that the main

contractor neglected responsibility.

12

 Contractual

Memo C8

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Secure Storage Requirements

Please arrange to provide secure accommodation/storage areas for storage

of materials and equipment brought to site for the permanent works.

Once our materials are on site we are unable to ensure that they will be
protected at all times and therefore request your assistance in this matter.

Please advise where on site our materials/equipment are to be stored.

Yours truly,

The Subcontractor

13

 Standard Forms for Subcontractors

Note C9

Re: Main Contract Insurances

Most subcontracts require that conditions comply with or are no less than
main contract conditions. To be used to ensure compliance with the main
contractor’s policies is not onerous. To be requested at time of agreeing
contract conditions prior to appointment.

To be reviewed and agreed prior to agreeing price as conditions may incur

added costs.

To enable a defence if there is no reply to the letter advising of amend­

ments and subcontractor insurances are later found to be non-compliant.

14

 Contractual

Memo C10

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Main Contractor’s Insurances

Please provide us with a copy of your insurances for this project in order
that we may ensure we are compliant.

We shall pass these on to our brokers for confirmation and, should there
be any requirement to alter our insurances in order to ensure compliance,
we will advise you of those conditions immediately.

This may result in additional costs which we shall pass on to you as an

extra to the contract unless you are willing to cover those amendments
under your own policies and provide us with confirmation of cover.

Yours truly,

The Subcontractor

15

 Standard Forms for Subcontractors

Note C11

Re: Submission of Level Survey/Data/Dilapidation Survey

To be issued after checking surveys or data issued by the architect or

anyone authorised to issue.

To be issued to the main contractor immediately on completion of survey.

To be issued prior to starting any permanent work.

To preserve rights.

To establish a start point for re-measure.

To record existing values/points/structure/integrity.

16

 Contractual

Memo C12

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Submission of Level Survey/Data/Dilapidation Survey

Please find enclosed our level survey/data sheets/dilapidation survey,

including photographs for the following locations:

Area/Location Date of Survey

a)
b)
c)
d)
e)

These surveys have been carried out in order to determine the exact start
points of our works for record purposes and we would be pleased to
receive your acknowledgement and acceptance of same;

or

we have checked the surveys/information issued to us referenced

………………, dated ………………, for the following areas:

Area/Location Date of Survey

a)
b)
c)
d)
e)

17
 Standard Forms for Subcontractors

The surveys are correct and we confirm that we are in agreement with the
data provided;

or

we have checked the surveys/information issued to us referenced

…………………, dated ………………, for the following areas:

a)
b)
c)

and found the following errors/anomalies/conflicts:

a)
b)
c)

Please issue your instructions on how to proceed. Until we have resolved

these errors/anomalies/conflicts we are unable to commence the works.

Yours truly,

The Subcontractor

18

[Blank]

19

 Standard Forms for Subcontractors

Note C13

Re: Out of Sequence Working

To be issued prior to carrying out the disrupted works.

To put on record the fact that the programme is not on target.

To make the main contractor responsible for delays if any follow.

To preserve rights to seek costs.

20

 Contractual

Memo C14

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Out of Sequence Working

We write to record that we are progressing with our work as per your
instructions/requirements/as agreed on ……………… in the following
areas:

Area Date

a)
b)
c)
d)
e)

Please note that we consider that this is contrary to previously agreed and
programmed sequences and we have to provide resources contrary to our
intended plan of work and that this may therefore incur additional costs.

We are monitoring the situation as it develops and we will advise you

accordingly or as soon as it becomes reasonably apparent.

In the meantime our labour/plant/equipment day sheets will be maintained

to illustrate our resources and actual hours spent in undertaking these tasks.

Yours truly,

The Subcontractor

21
 Standard Forms for Subcontractors

Note C15

Re: Out of Sequence Working Costs

To be issued as soon as costs are incurred.

To be monitored and issued on a regular basis until complete.

To be presented to main contractor and signed off.

To be included in valuations.

22

 Contractual

Memo C16

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Out of Sequence Working

Further to Memo C14 dated ………………, we write to advise that we

have incurred additional costs following your instructions as detailed
below.

Description Area Cost e

a)
b)
c)
d)
e)

We enclose copies of our daywork sheets/work record sheets in support of

this claim and would appreciate receiving your early approval of same.

In the meantime we will include these items in our valuations for

reimbursement purposes.

Yours truly,

The Subcontractor

23

 Standard Forms for Subcontractors

Note C17

Re: Notification of Possible Delay to Programme – Projected Completion

To be issued as soon as it becomes apparent that there is likely to be a

delay caused by others.

To put on record the fact that the programme is unlikely to achieve target.

To make the main contractor responsible for delays if any follow.

To preserve rights to seek costs.

To protect against liquidated damages.

24

 Contractual

Memo C18

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Notification of Possible Delay to Programme – Projected Completion

In accordance with the terms and conditions of our contract we write to

advise that for the reasons outlined below, reasons outside our control,
we believe that the contract date for completion is likely to be/will be
overrun.

Cause Estimated Effect in Days/Weeks

a)
b)
c)
d)
e)

We would be grateful to receive your earliest possible response and

instruction as to how you would wish us to proceed.

In the meantime our labour/plant/equipment day sheets will be maintained

to illustrate our resources and actual hours spent in undertaking these
tasks.

Yours truly,

The Subcontractor

25

 Standard Forms for Subcontractors

Note C19

Re: Programme Update

To be issued as soon as possible after issue of C18 and/or when informa­

tion is received that is likely to have a knock-on effect on the programme.

To put on record the fact that the programme is in jeopardy.

To make the main contractor responsible for delays.

To preserve rights to seek costs.

To protect against liquidated damages.

26

 Contractual

Memo C20

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Programme Update

Further to our Memo C18, dated ………………, please find enclosed our
revised programme based on our best estimate as to how long we shall
take to carry out the tasks outlined in the aforementioned memo and based
on additional information received by us outlined below.

Document Reference Date Issued

a)
b)
c)
d)
e)

We trust that the above and enclosed is to your approval and that the
enclosed will assist you in overall programming and control.

Yours truly,

The Subcontractor

27

 Standard Forms for Subcontractors

Note C21

Re: Request for an Extension of Time

To be issued as soon as possible after issue of C20;

or

to be issued as soon as it becomes reasonably apparent that the contract

will be overrun as a result of failure by others.

To preserve right as early notification is required.

To seek redress costs and time.

To protect against liquidated damages.

28

 Contractual

Memo C22

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Request for and Extension of Time – Imminent Overrun

In accordance with the terms and conditions of our contract and further to
our memoranda C18 ................... and C20, dated ………………, we write
to advise that the contract date for completion is likely to be overrun.

This situation has arisen through circumstances beyond our control,

namely:

Relevant Event Contract Clause Effect/Weeks

a)
b)
c)
d)
e)

The total time effect in weeks is ………………

We would be grateful to receive your acknowledgement of the foregoing

and your earliest possible instruction advising us on how you wish us to
proceed.

29

 Standard Forms for Subcontractors

In the meantime we shall proceed using our best endeavours to carry out
the works and to mitigate any further delay and minimise any costs asso­
ciated with this overrun.

Yours truly,

The Subcontractor

30

[Blank]

31

 Standard Forms for Subcontractors

Note C23

Re: Request for an Extension of Time – Contract Overrun

To be issued as soon as possible after issue of C22 if it transpires that

events which occur will definitely impact on the programme;

or

to be issued as soon as it becomes reasonably apparent that the contract

will be overrun as a result of failure by others.

To preserve right as early notification is required.

To provide a defence against the levying of liquidated damages.

32

 Contractual

Memo C24

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Request for an Extension of Time – Contract Overrun

In accordance with the terms and conditions of our contract and further to
our memorandum C22, dated ………………, we herewith make applica­
tion for an extension of time and to advise that the contract date for
completion of ………………. will now be overrun.

This situation arose through circumstances entirely beyond our control as

previously advised namely:

Relevant Event Contract Clause Effect/Weeks

a)
b)
c)
d)
e)
f)

The total time effect is ……………… weeks.

We would be pleased to receive your acknowledgement of these events

and an official extension of time in due course along with your revised
programme allowing us to resource accordingly, covering these events.

33

 Standard Forms for Subcontractors

We further advise that as a result of the foregoing we have incurred and

are likely to incur further loss and expense as a result of the works having
been and continuing to be affected by those causes listed.

We shall monitor the effects of this delay and will in due course ascertain
the cost and time ramifications of the foregoing and submit these to you
for recompense.

In the meantime we shall proceed using our best endeavours to carry on

the works and to mitigate any further delay.

Yours truly,

The Subcontractor

34

[Blank]

35

 Standard Forms for Subcontractors

Note C25

Re: Extension of Time Extended Period – Imminent Overrun

To be issued as soon as possible after issue of C24 if it transpires that the

extended period is insufficient and is likely to be overrun as a result of

failure by others.

To preserve right as early notification is required.

To provide a defence against the levying of liquidated damages.

36

 Contractual

Memo C26

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Extension of Time Extended Period – Imminent Overrun

In accordance with the terms and conditions of our contract and further to
our memorandum C24, dated ………………, we write to advise that the
extended period granted for an extension of time is likely to be/has been
overrun.

This situation has arisen through circumstances entirely beyond our

control as previously advised, namely:

Relevant Event Contract Clause Effect/Weeks

a)
b)
c)
d)
e)
f)

The total time effect is ……………… weeks.

We would be pleased to receive your acknowledgement of these events

and an official further extension of time in due course along with your
revised programme allowing us to resource accordingly covering these
events.

37

 Standard Forms for Subcontractors

We further advise that as a result of the foregoing we have incurred and

are likely to incur further loss and expense as a result of the works having
been and continuing to be affected by those causes listed.

We shall monitor the effects of this delay and will in due course ascertain
the cost and time ramifications of the foregoing and submit these to you
for recompense.

In the meantime we shall proceed using our best endeavours to carry on

the works and to mitigate any further delay.

Yours truly,

The Subcontractor

38

[Blank]

39

 Standard Forms for Subcontractors

Note C27

Re: Request for an Extension of Time – Extended Period Overrun

To be issued as soon as possible after issue of C26 if it transpires that

delays occur;

or

to be issued as soon as it becomes reasonably apparent that the contract

will be overrun as a result of failure by others.

To preserve right as early notification is required.

To provide a defence against the levying of liquidated damages.

40

 Contractual

Memo C28

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Request for an Extension of Time – Extended Period Overrun

In accordance with the terms and conditions of our contract and further to
our memorandum C26, dated ………………, we herewith make applica­
tion for a further extension of time and to advise that the extended
contract date for completion of ……………… has now been overrun.

This situation arose through circumstances entirely beyond our control as

previously advised namely:

Relevant Event Contract Clause Effect/Weeks

a)
b)
c)
d)
e)
f)

The total time effect is ……………… weeks.

We would be pleased to receive your acknowledgement of these events

and another extension of time in due course along with your revised
programme allowing us to resource accordingly covering these events.

41

 Standard Forms for Subcontractors

We further advise that as a result of the foregoing we have incurred and

are likely to incur further loss and expense as a result of the works having
been and continuing to be affected by those causes listed.

We shall monitor the effects of this delay and will in due course ascertain
the cost and time ramifications of the foregoing and submit these to you
for recompense.

In the meantime we shall proceed using our best endeavours to carry on

the works and to mitigate any further delay.

Yours truly,

The Subcontractor

42

[Blank]

43

 Standard Forms for Subcontractors

Note C29

Re: Out of Sequence Working – Disruption Costs (Alternative to Memo C16)

To be issued as soon as possible after issue of C14 if it transpires that dis­

ruption costs are being incurred.

To be issued within the week following the week in which work is done
for signature.

To be followed up with I2 five days later.

To preserve right for reimbursement and to give early notification.

44

 Contractual

Memo C30

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Out of Sequence Working – Disruption Costs

Further to our memorandum C14, dated ………………., we write enclos­

ing copies of daywork sheets which we have raised to date regarding the
works outlined in C14.

We shall be claiming for all those hours expended over and above those
originally planned and allowed for in our tender.

In the meantime we continue to carry out your instructions as required and

we would appreciate your confirmation that this is acceptable/an indica­
tion from you as to how we are to record the extras.

In the meantime we are carrying out the works on a daywork basis and
will forward our record sheets to you for signature in the week following
the week in which the work is done.

Daywork Sheet Nr Extra Over Hours Rate Total

a)
b)
c)
d)

45

 Standard Forms for Subcontractors

e)
f)
----------

----------

Yours truly,

The Subcontractor

46

[Blank]

47

 Standard Forms for Subcontractors

Note C31

Re: Request for Approval to Assign the Works

To be issued prior to subletting any or all of the contracted work.

To be requested as and when it is necessary to sublet in order to, for exam­

ple, maintain programme/minimise costs.

To comply with contract.

48

 Contractual

Memo C32

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Request for Approval to Assign the Works

We write to request your written approval/instruction permitting us to

assign the following works.

Section/area/element ………………….. (give description).

We request this in order to maintain/meet the contract programme/ensure

compliance with the specification ……………… (give reason).

We propose to use Messrs ……………… (give name address etc.).

All our obligations under the terms of the subcontract with you will be

passed on to our subcontractor and they will be required to comply with

those conditions.

Yours truly,

The Subcontractor

49

 Standard Forms for Subcontractors

Note C33

Re: Instruction to Assign the Works

To be issued prior to subletting any or all of the contracted work.

To be used as and when it is necessary to sublet in order to, for example,

maintain programme/minimise costs.

To be used where assignment is called for in order for you to increase

resources to make up time as a result of delays by others.

To be used where assignment is instructed in order for you to increase

resources to make up time as a result of delays by others.

To comply with contract.

50

 Contractual

Memo C34

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Instruction to Assign the Works

We write to confirm receipt of your written instruction directing us to

assign the following works.

Section/area/element ……………… (give description).

This instruction is given in order to maintain/meet the contract

programme/ensure compliance with the specification ………… (give
reason).

We propose to use Messrs ……………………………………. (give name

address etc.).

All our obligations under the terms of the subcontract with you will be
passed on to our subcontractor and they will be required to comply with
those conditions.

Yours truly,

The Subcontractor

51

 Standard Forms for Subcontractors

Note C35

Re: Costs Associated with Assigning the Works

To be written only if the additional costs arise as a result of assignment

being made because of issues outside your control, e.g. delay by others
and request to accelerate/instruction by architect.

To be issued after obtaining approval for subletting any or all of the

contracted work.

To be written after issue of Memo C34.

To be written immediately upon estimation/calculation of costs.

52

 Contractual

Memo C36

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Costs Associated with Assigning the Works

Further to our Memo C34, dated ………………, we write to confirm the

costs associated with your instruction to assign the works in the following
areas. Section/area/element ……………… (give description).

The costs arising are broken down as follows (send details):

Plant
Labour
Materials
Overheads

or

Attached quotation from Messrs ………………;

or

Bill rates � Quantity ………………

Yours truly,

The Subcontractor

53

 Standard Forms for Subcontractors

Note C37

Re: Suspension of the Works Due to Non-Payment

To be used if payment is not received from the contractor;

or

to be used if payment is not received within **seven days after the main
contractor receives payment;

or

to be used within **twenty eight days of the date of issue of the

architect/engineer’s certificate which incorporates the amount due;

or

to be used within or on pay periods agreed between subcontractor and main

contractor.

54

 Contractual

Memo C38

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Suspension of the Works Due to Non-Payment

Further to our memorandum F30 we are writing to advise that we have

still not received payment of monies certified in certificate nr …………/
monies due and included in valuation nr ………………

If after **seven days from the date of this letter we have still not received
these monies we will have no alternative but to suspend the works.

Please note that for each day of this suspension we will be entitled to have
the contract period extended by an additional **two days and we will
charge all additional overhead and preliminary costs arising therefrom.

If after a further fourteen day period, that is **twenty one days from the
date of this letter, we have still not received monies due we will consider
determination of this subcontract.

Yours truly,

The Subcontractor

55

 Standard Forms for Subcontractors

Note C39

Re: Determination of the Contract of Employment due to Non-Payment

To be used **fourteen days after notification of suspension if:

monies have not been paid by employer directly;

monies have not been paid by the main contractor.

56

 Contractual

Memo C40

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Determination of the Contract of Employment due to Non-Payment

Further to our memorandum C38, dated ………………, we are writing to

advise that, as a direct result of your failure to reimburse us in accordance
with the terms of our contract, we have no alternative but to determine our
contract of employment with you.

We are proceeding to remove from the site all our temporary offices, plant
and machinery appliances, goods and materials – excluding those already
paid for and/or installed.

We have advised our solicitors who will be writing to you directly.

Yours truly,

The Subcontractor

57

 Standard Forms for Subcontractors

Note C41

Re: Main Contractor in Bankruptcy Request for Clarification

To be used where the main contractor has been declared in bankruptcy.

To be used where a receiver has been appointed to oversee the main

contractor’s business.

To be used where court judgments have been passed down on the main

contractor.

58

 Contractual

Memo C42

To: The Main Contractor Reference……………………......

From: The Subcontractor Project name/number………….

Date: ………………

Re: Main Contractor in Bankruptcy – Request for Clarification

We have been informed that your Company is filing for bankruptcy/liqui­

dating/has had a receiver appointed/has had a judgment registered against
you.

Please confirm that this is/is not the case and that we are to proceed/are
not to proceed in the execution of the Works.

Yours truly,

The Subcontractor

59

 Standard Forms for Subcontractors

Note C43

Re: Determination of Contract of Employment due to Main Contractor in

Bankruptcy

To be used after C42.

To be used where the main contractor is in bankruptcy.

To be used where a receiver has been appointed to oversee the main

contractor’s business.

To be used where court judgments have been passed down on the main

contractor.

To be used where the main contractor has suspended the work or

unreasonably delayed the subcontract.

60

 Contractual

Memo C44

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Determination of Contract of Employment due to Main Contractor in

Bankruptcy

Further to our memorandum C42 we write to advise that we have received

confirmation of your company’s current position and we are proceeding
to remove from the site all our temporary offices, plant and machinery
appliances, goods and materials – excluding those already paid for and/or
installed.

We have advised our solicitors who will be writing to you directly.

Yours truly,

The Subcontractor

61

 Standard Forms for Subcontractors

Note C45

Re: Conciliation

To be used where permitted under the contract.

To be used where a dispute arises and no agreement is forthcoming, for

example:

1. Monies withheld in valuations.

2. Refusal to agree costs or time issues.
3. Refusal to meet.

62

 Contractual

Memo C46

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Conciliation in the matter of

We are writing to advise that it is our intention to refer the above matter
to conciliation as it would appear unlikely that we will reach agreement
on ……....…………/it is impossible that we can reach agreement on
………………/we cannot reach agreement on ………………

We will follow the procedures outlined by the Construction Industry

Federation in this regard and will contact you in due course.

Yours truly,

The Subcontractor

63

 Standard Forms for Subcontractors

Note C47

Re: Arbitration

To be used where permitted under the contract.

To be used where conciliation fails.

64

 Contractual

Memo C48

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Arbitration in the matter of

If conciliation has been tried first:

Further to our memorandum C46 dated in the matter of the unsuccessful

conciliation in the attempted resolution of ………………, we are
writing to advise that it is our intention to refer the above matter to
arbitration within the meaning of the Arbitration Acts 1954 and 1998
(or any most recent Act amending same).

If conciliation has not been attempted first:

As it appears increasingly unlikely that we will be able to resolve the

differences between us in regard to the above we are writing to advise that
it is our intention to refer the above matter to arbitration within the
meaning of the Arbitration Acts 1954 and 1998 (or most recent).

We propose Mr ……………… of ……………… to act in this matter and

would be pleased to receive your nomination or acceptance.

Yours truly,

The Subcontractor

65

 Standard Forms for Subcontractors

Note C49

Re: Request for Final Certificate

To be used one month before the date of issue of the final certificate is
reached.

Diaries should be marked twelve months ahead to remind accounts/sur­

veyors of due date for release of retention.

66

 Contractual

Memo C50

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Request for Release of Final Certificate and Second Moiety of

Retention Released on that Date

We write to request that the final certificate for the works be issued as
we are now approaching the end of the period of maintenance/defects
liability period.

We would also be pleased if you would arrange to have the second

moiety of retention released on that date.

Yours truly,

The Subcontractor

67

68

Section 2: Financial

70

 Table of Financial Forms and Notes

Reference Nr Title Page Nr

F2 Variations Assessment of Costs and Time 73

F4 Variations Assessment of Costs 75

F6 Update of Time and Costs Expended 77

F8 Loss and Expense Arising from Instruction 79

F10 Loss and Expense – Estimated Costs

Arising from Instruction 81

F12 Loss and Expense – Final Costs

Arising from Instruction 83

F14 Valuation and Payment Dates –

Request for Clarification 85

F16 Submission of Valuation 87

F18 Query on Adjustment to Valuation 89

F20 Query on Certified Values in Valuation 91

F22 Rejection of Set-off Monies 93

F24 Rejection of Set-off – Loss and Expense 95

F26 Rejection of Set-off – No Notification 97

F28 Failure to Advise of and/or Pay Sums

Included in Certificates 99

F30 Non-Payment of Sums Certified 101

F32 Letter to Employer – Non-Payment by

Main Contractor 103

F34 Interest on Late Payment 105

F36 Request for Release of Second

Moiety of Retention 107

F38 Request for Release of Second

Moiety of Retention Reminder 109

71

 Standard Forms for Subcontractors

Note F1

Re: Variations Assessment of Costs and Time

To be used where any variation is instructed whether written or oral.

To be issued to the main contractor no later than **five days after receipt
of variation.

Where verbal, subcontractor has to confirm within **five days of receipt

and main contractor must respond **five days thereafter. If not rescinded
in writing in the **ten day period then verbal instruction is usually
deemed to be written and subcontractor can proceed.

To include all variations whether works were carried out on them or

not in order to keep the main contractor QS aware of forthcoming costs
(see F16 section 2).

72

 Financial

Memo F2

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Variations Assessment of Costs and Time

Please find listed hereunder our estimated cost and time requirements for
the carrying out of the variations instructed to date.

Item Description/ Estimate e Estimated

Instruction Nr Duration

a)
b)
c)
d)

Wherever possible, we will endeavour to absorb the time required to carry

out these works within our contract programme and to mitigate any delay
and/or further costs.

We shall advise you as soon as it becomes apparent that reimbursement of

further costs and/or an extension of time is required as a result of the
above.

These variations will be listed in our valuations and as work is carried out
we will apply for payment of relative values.

Yours truly,

The Subcontractor

73
 Standard Forms for Subcontractors

Note F3

Re: Variations Assessment of Costs

To be used where any variation is instructed whether written or oral.

To be issued to the main contractor no later than **five days after receipt
of variation.

Where verbal (see SM4), subcontractor has to confirm within **five days
of receipt and main contractor must respond **five days thereafter. If not
rescinded in writing in the **ten day period then verbal instruction is
deemed to be written and subcontractor can proceed.

To include all variations whether works were carried out on them or

not in order to keep the main contractor QS aware of forthcoming costs.

74

 Financial

Memo F4

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Variations Assessment of Costs

Please find listed hereunder our estimated cost for the carrying out of the
variations instructed to date.

Item Document Date Received Description Estimate of

Reference Cost e

a)
b)
c)
d)

These variations will be listed in our valuations and as work is carried out
we will apply for payment of relative values.

We trust that the above meets with your approval and look forward to
receiving your confirmation in due course.

Yours truly,

The Subcontractor

75

 Standard Forms for Subcontractors

Note F5

Re: Update of Time and Costs Expended

To be used when final figures are assessed relative to previously advised

variations.

To be issued prior to submission of valuations which include the works or

part of the works listed.

To show final subcontractor figures, not necessarily final agreed figures.

76

 Financial

Memo F6

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Update of Time and Costs Expended

Further to our memorandum F2, dated ………………, indicating the

estimated costs and time of variations/instructions, we present below our
final figures for your approval.

Item Description/Instruction Nr Time Impact Cost e

a)
b)
c)
d)

These figures will be included in our valuations and final account in part
or in whole as the works are carried out and as figures are agreed.

In connection with the requirement for an extension of time we refer you

to our letter reference C21, dated ………………

Yours truly,

The Subcontractor

77

 Standard Forms for Subcontractors

Note F7

Re: Loss and Expense Arising from Instruction

To be confirmed as soon as it becomes reasonably apparent that the

issuing of any instruction, written or verbal, confirmed as before is likely
to have a cost impact on the contract over and above measured rates.

Bringing more resources back to site to do minor works or disproportionate

prelim/overhead costs, for example.

To allow the main contractor the opportunity to include valid claims in his
reports submissions to the client.

78

 Financial

Memo F8

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Loss and Expense Arising from Instruction

We write to confirm that further to our receipt of your verbal/written

instruction in connection with the following issues:

Description of Work Instruction Nr/Verbal Instruction dated

a)
b)
c)

Having reviewed the resources which will be required to carry out these
works, we are likely to incur additional preliminary/overhead/unforeseen
costs in the execution of these works.

We shall be required to provide additional craneage/supervision/extended

working hours etc.

It is our intention to evaluate these costs and to pass them on to you for
reimbursement.

Please confirm that this meets with your approval.

Yours truly,

The Subcontractor

79

 Standard Forms for Subcontractors

Note F9

Re: Loss and Expense – Estimated Costs Arising from Instruction

To be issued as soon as tasks are planned and costs are estimated.

To allow the main contractor the opportunity to include valid claims in his
reports submissions to the client.

80

 Financial

Memo F10

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Loss and Expense – Estimated Costs Arising from Instruction

Further to our memorandum F8, dated ………………, advising you of the

likelihood that additional costs would be incurred in the carrying out
of your instruction nr ………………, verbal instruction dated
………………, confirmed by us in writing on ………………, we write to
advise you of our assessment of same.

The additional costs we estimate as arising are outlined below and on

attached calculation sheets:

Description of Work Reason Estimate of cost e

a) Leave crane 5 days Unload tanks for client 1500

b) Return visit engineer Level and set up tanks 500
c) ……………… ……………… ………………

Please confirm that these costs are acceptable.

We will advise you of the final costs of the above, if they should change,

upon completion for reimbursement.

Yours truly,

The Subcontractor

81

 Standard Forms for Subcontractors

Note F11

Re: Loss and Expense – Final Costs Arising from Instruction

To be issued as soon as tasks are planned and costs are estimated.

To allow the main contractor the opportunity to include valid claims in his
reports submissions to the client.

82

 Financial

Memo F12

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Loss and Expense – Final Costs Arising from Instruction

Further to Memo F10, dated ………………, we write to advise that the

final additional costs of carrying out your instructions listed below is as
follows:

Description of Work Reason Estimate of cost e

a) Leave crane 5 days Unload tanks for client 1500

b) Return visit engineer Level and set up tanks 500
c) ……………… ……………… ………………

Breakdown of costs is as outlined below and on attached calculation

sheets.

We will include these costs in our forthcoming valuation for reimburse­

ment;

or

we will issue our invoice for these works in due course.

Yours truly,

The Subcontractor

83

 Standard Forms for Subcontractors

Note F13

Re: Valuation and Payment Dates – Request for Clarification

To be issued as early in the contract as possible and before valuation nr 1.

Submission dates have to be met by the subcontractor every time.

Cycle to be checked against appropriate contract clause and against

conditions of main contract.

To be used in agreement with the main contractor to establish cycle

acceptable to all.

To be used to monitor timing of payments by the main contractor for

possible loss of interest claim if payments delayed.

84

 Financial

Memo F14

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Valuation and Payment Dates – Request for Clarification

We write to request that you provide us with the dates by which you
require our interim valuations to be submitted and for confirmation of the
certification and payment dates applicable to those valuations for our
records and action.

Yours truly,

The Subcontractor

85

 Standard Forms for Subcontractors

Note F15

Re: Submission of Valuation Nr , Dated

To be issued with each valuation.

To be issued in accordance with the terms of the contract applicable;

or

to be issued in accordance with dates agreed on payment and valuation

schedules, see F14.

To illustrate your compliance.

When contractors do not reciprocate and payments/certification are late

thereby affecting subcontractor cash flow, this can be used to illustrate
grounds for claim.

86

 Financial

Memo F16

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Submission of Valuation Nr , Dated

Please find enclosed our valuation nr ……………… in the gross sum of

e…………. and (in words) …………………… for works executed up to
the end of (month) ……………… (year) ………………

Summarised as follows:
1. Preliminaries e………….
2. Measured Work e………….
3. Variations e………….
4. Materials on Site e………….
5. Materials off site e………….
6. Dayworks e………….
7. Claims e………….
Total Gross e………….
We trust that the enclosed is to your satisfaction and meets with your
approval and that you will include this valuation in full in your applica­
tion to the client/architect for prompt payment.

However should you have any queries in regard to the enclosed, we would
appreciate it if you would contact us that we may review these observa­
tions and agree same with you prior to submission to the client.

Yours truly,

The Subcontractor

87
 Standard Forms for Subcontractors

Note F17

Re: Query on Adjustment to Valuation Nr

To be issued upon receipt of every valuation which is not paid in full of

claim made and for which no explanation as to deductions made is given.

To illustrate if necessary where contractors deduct monies due without

explanation thereby, if entitled and proven to be so at a later date, reduc­
ing cash flow to the subcontractor with all consequences, i.e. borrowing
interest charges etc.

88

 Financial

Memo F18

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Query on Adjustment to Valuation Nr , Dated

We write to request that you provide us with your detailed analysis of

the reasons for the adjustments which you have made to our valuation
nr ………………

We require these in order that we may agree/disagree and/or make neces­

sary comments to prevent adjustments/inclusion in future valuations of
those items affected.

As we had agreed/discussed the scope and content of our valuation with

you prior to submission we are surprised to note the shortfall.

Yours truly,

The Subcontractor

89

 Standard Forms for Subcontractors

Note F19

Re: Query on Adjustment to Valuation Nr

To be issued after F18 has been sent and a response received.

To be issued upon receipt of back up of certified figures which the main

contractor has received from the architect and which are unacceptable.

To illustrate if necessary where contractors deduct monies due without

explanation thereby, if entitled and proven to be so at a later date, reduc­
ing cash flow to the subcontractor with all consequences, i.e. borrowing,
interest charges, inability to procure materials etc.

90

 Financial

Memo F20

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Query on Certification of our Valuation Nr , Dated

Further to your response to our memorandum F18 in which you

advised us of the reasons why deductions had been made to our valuation
nr ………………

We write to advise that we are unhappy with the amounts certified by the
architect and we request that you allow us to commence legal proceedings
against the architect and that you will support us in our representation.

Yours truly,

The Subcontractor

91

 Standard Forms for Subcontractors

Note F21

Re: Rejection of Set-off Monies

To be issued immediately upon being notified of set off which has not

been agreed whether from the valuation or retention monies.

To illustrate where main contractors deduct monies due without explanation.

To illustrate where the main contractor has deducted monies without

giving opportunity for the subcontractor to make good work.

92

 Financial

Memo F22

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Rejection of Set-off Monies

We write to advise that we do not accept the unilateral deduction of con­

tra charges/set-off/sums of monies from our account. We request that,
until you provide us with your detailed analysis of the reasons for the
adjustments made and we agree to those figures, you reinstate those
deductions.

At this point in time we have not agreed to any deductions.

If you do not reinstate these monies into our account as requested then
we shall proceed under contract to pursue our rights and entitlements as
appropriate.

We require your confirmation that monies deducted will be reinstated

by ………………

As we had agreed/discussed the scope and content of our valuation with

you prior to submission we are surprised to note these deductions.

Yours truly,

The Subcontractor

93

 Standard Forms for Subcontractors

Note F23

Re: Rejection of Set-off Loss and Expense

To be issued immediately upon becoming aware of set-off which has not

been agreed between you and the main contractor whether from the valu­
ation or retention monies.

To illustrate where contractors deduct monies due without explanation

thereby preventing cash flow to the subcontractor with all consequences,
i.e. borrowing, interest charges etc.

This form will be of value at a later date in substantiation of any claim

made for loss of profit etc.

94

 Financial

Memo F24

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Rejection of Set-off – Loss and Expense

We write to advise that we do not accept the unilateral deduction of

set-off/sums of monies from our account which you allege arise out of
claims for loss and expense.

You have not provided/We require fully detailed records and justification
for this deduction and we request that, until you provide us with your
detailed analysis of the reasons for the adjustments made and we agree to
those figures, you reinstate those deductions.

At this point in time we have not agreed to any deductions for loss and
expense.

If you do not reinstate these monies into our account as requested then
we shall proceed under contract to pursue our rights and entitlements as
appropriate.

We require your confirmation that monies deducted will be reinstated

by ………………

As we had agreed/discussed the scope and content of our account with

you prior to submission we are surprised to note the shortfall.

Yours truly,

The Subcontractor

95
 Standard Forms for Subcontractors

Note F25

Re: Rejection of Set-off – No Notification

To be issued when monies are deducted but no advanced written notifica­

tion has been given.

To be issued immediately upon receiving returned valuations/claims

which show set-off which has not been agreed, either from the valuation
or retention monies.

To illustrate where contractors deduct monies due without explanation

thereby preventing cash flow to the subcontractor with all consequences,
i.e. borrowing, interest charges etc.

This form will be of value at a later date in substantiation of any claim

made for loss of profit etc.

96

 Financial

Memo F26

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Rejection of Set-off – No Notification

We write to advise that you failed to give written notification of your

intention to set off monies against our account and we will not accept this
set-off.

Furthermore, you have failed to provide us with any details regarding this
claim/you have not given us the opportunity to view or rectify alleged
defective work and we again will not accept your claim.

Please reinstate these monies into our account immediately or we will

have no alternative but to seek redress through the contract.

Yours truly,

The Subcontractor

97

 Standard Forms for Subcontractors

Note F27

Re: Failure to Advise of and/or Pay Sums Included in Certificates

To be used when main contractor fails to advise of sums included in

certificates.

To be used when **fourteen days have expired from the issue of the
certificate.

To indicate time at which point cash flow is being affected by claims.

98

 Financial

Memo F28

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Failure to Advise of and/or Pay Sums Included in Certificates

We understand that the architect’s certificate nr ……………… was issued

to and received by you **14 days ago and to that extent we are
concerned that you have not advised us of the amounts included within
that certificate which are due to us.

Please furnish us with written details of amounts included within valuation

nr ………………/certificate nr ………………

You have not advised us of any deductions from our application

nr ……………… and we therefore conclude that our last claim for
payment is to be paid in full.

If we do not hear from you within **five days of the date of this letter then
we will have no recourse but to write directly to the architect/engineer
explaining the situation and requesting that payment be made directly.

In doing so we will furnish him with a detailed statement of our work

carried out to date.

Yours truly,

The Subcontractor

99

 Standard Forms for Subcontractors

Note F29

Re: Letter to Employer – Non-Payment

To be used when the main contractor fails to pay in accordance with

contract period or agreed schedule.

100

 Financial

Memo F30

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Non-Payment of Sums Certified

We are writing to confirm that we contend that you have failed and
continue to fail to pay us monies due and included in certificate
nr ……………… within the periods set out in the contract/our agreed
schedule of payment dates.

We have decided to write directly to the employer to advise him of the

current situation requesting that a direct payment be made to us.

We will be sending a detailed statement of works carried out to date

and sums due to us to the client for his consideration, approval and
payment.

We further advise that, as a result of your failure to pay monies included

in certificate nr ………………, we consider that you are in breach of
contract and we are taking all necessary steps to recover our entitlement
under contract.

Yours truly,

The Subcontractor

101

 Standard Forms for Subcontractors

Note F31

Re: Letter to Employer – Non-Payment

To be used when the main contractor fails to pay in accordance with

contract period or agreed schedule.

102

 Financial

Memo F32

To: Employer/Architect Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Letter to Employer – Non-Payment by Main Contractor

We are writing to you directly to confirm that the main contractor Messrs
……………… have failed to pay us monies due and included in architect’s
certificate nr ……………… within the periods set out in the contract/an
agreed schedule of payments which was set up at the start of our contract.

Having exhausted all efforts with the main contractor we have no alternative
but to write to you to seek direct payment as permitted by our subcontract
with Messrs ………………, in particular **Clause 11.

We enclose a detailed statement of works carried out to date and sums due
to us from the main contractor and note that there has been no deduction
made from our claim or notification of any deduction to be made. We are
anxious to carry on the works under our existing contract. However we
further advise that, as a result of the main contactor’s failure to pay
monies included in certificate nr ………………, we consider that they are
in breach of contract and we are taking all necessary steps to recover our
entitlement under contract.

Yours truly,

The Subcontractor

103

 Standard Forms for Subcontractors

Note F33

Re: Interest on Late Payment

To be used as soon as it is evident that the main contractor has received

the architect’s certificate and that monies included in that certificate and
due to the subcontractor have not been paid.

To be used after any incidence of late payment particularly where sums

involved are large.

104

 Financial

Memo F34

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Interest on Late Payment

Further to our earlier memos advising you of non-payment of

valuations/underpayment in valuations.

Please be advised that without prejudice to other rights and remedies

which we may pursue we consider that we are now entitled to claim for
interest on amounts included in certificate nr ……………… for which we
have not been paid.

We will assess the interest due on the basis of current bank lending
rates/agreed rates.

We will present our calculation and claim in our next valuation.

Yours truly,

The Subcontractor

105

 Standard Forms for Subcontractors

Note F35

Re: Request for Release of Retention

To be used one month before the end of defects liability period is reached.

Diaries should be marked twelve months ahead to remind accounts

surveyors of due date for release of retention.

106

 Financial

Memo F36

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Request for Release of Second Moiety of Retention

We write to advise that the period of maintenance/defects liability period

is due to expire on ………………

We would be pleased if you would arrange to have the second moiety of

retention on that date.

Yours truly,

The Subcontractor

107

 Standard Forms for Subcontractors

Note F37

Re: Request for Release of Retention

To be used as soon as the end of defects liability period is reached.

Diaries should be marked twelve months ahead to remind accounts

surveyors of due date for release of retention.

108

 Financial

Memo F38

To: The Main Contractor Reference: ………………

From: The Subcontractor Project Name/Number: …………

Date: ………………

Re: Request for Release of Second Moiety of Retention Reminder

We write to advise that the period of maintenance/defects liability period

has now expired.

Please arrange to have the second moiety of retention released immediately.

Yours truly,

The Subcontractor

109

110

Section 3: Document and Information Control

112

 Table of Document Control Forms and Notes

Reference Nr Title Page Nr

I2 Daywork Sheets Issue Log 115

I4 Daywork Sheets – Request for Return

of Submitted Sheets 117

I6 Information Received from Third Party 119

I8 Drawing Register Incoming 123

I10 Drawing Register Outgoing 125

I12 Schedule of Information Required 127

I13 Schedule of Information Required 128

I15 Site Diary 133

I17 Request for Information 135

I19 Electronic Mail Register Issue Log 137

I21 Two Week Look Ahead Programme 139

I23 Purchasing List 141

113

 Standard Forms for Subcontractors

Note I1

Re: Daywork Sheets Issue Log

To be issued with all dayworks attached and submitted to the main con­

tractor in the week following the week in which dayworks are carried out.

To allow the main contractor time to incorporate figures/variations in his

valuations to clients to cover this work item.

To determine early on the main contractor’s willingness to accept properly

documented and executed dayworks.

To establish entitlement as early as possible.

114

 Document and Information Control

Memo I2

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Daywork Sheets Issue Log

Please find enclosed our daywork sheets numbers ………………/

………………, referenced ……………….

Item Description

a)
b)
c)
d)

Please return your signed copies for our records and costing as soon as
possible.

These priced dayworks will form part of our next and forthcoming
valuation submissions.

Yours truly,

The Subcontractor

115

 Standard Forms for Subcontractors

Note I3

Re: Daywork Sheets Request for Return of Submitted Sheets

To be issued one week after submission and weekly thereafter until all
sheets returned.

This to be done to illustrate the main contractor’s response, particularly

where sheets are not signed or are ignored or are unfairly treated.

To support a claim if necessary at a later date.

116

 Document and Information Control

Memo I4

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Daywork Sheets – Request for Return of Submitted Sheets

Further to our memorandum I2, dated ………………, we write to request

the return of our daywork sheets signed or commented upon in order that
we may include these in our forthcoming valuation. The outstanding
sheets are as follows:

Item Date Submitted Description Cost e

a)
b)
c)
d)

In the meantime, given that we have received no reply, we will apply for
all dayworks in full as though they have been agreed by you.

Please return your signed copies for our records as soon as possible.

Yours truly,

The Subcontractor

117

 Standard Forms for Subcontractors

Note I5

Re: Information Received from Third Party

To be issued immediately upon receipt of any information from third

parties.

Not to be acted upon unless instructed by the main contractor or

unless there is an instruction of overriding authority, e.g. Garda, ESB,
for emergency purposes.

118

 Document and Information Control

Memo I6

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Information Received from Third Party

Please find enclosed information received from Messrs ………………

We are taking this as “for information purposes only” but note that, should
this information become an instruction from you, it will affect our works
in the following way:

a)
b)
c)

or

will not affect our works in any way.

We would be pleased to receive your immediate written confirmation that

the information documentation referred to/enclosed meets your approval
and can be used by us in progressing the works and/or preparing our own
submittal information and/or preparing our contract programme.

We are unable to proceed on the basis of the information referred to above

without your written instruction covering these issues.

In order to mitigate delays to the programme and in order to minimise any

possible costs we would be pleased to receive your instructions.

119

 Standard Forms for Subcontractors

We will advise you of the cost and time effect upon receipt of your

instructions.

Please issue your instructions.

Yours truly,

The Subcontractor

120

[Blank]

121

 Standard Forms for Subcontractors

Note I7

Re: Drawing Register Incoming

To be issued at least monthly.

To ensure that information being used is current and correct.

To ensure that the main contractor takes responsibility for such assurance.

122

 Document and Information Control

Memo I8

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Drawing Register Incoming

Please find enclosed our most current drawing registers/schedules dated

………………, sheet nrs. …………./……………/…………. etc. Please
confirm that these are the most recent issues of drawings to date.

We include drawings received from all parties including nominated

subcontractors/domestic subcontractors/third parties/statutory bodies and
so on.

Should you find that you have issued drawings which do not appear on
these schedules please send us the current drawings.

Should you find that drawings which appear on these schedules have
been superceded please send us the correct drawings immediately for our
records and action.

Should you find that drawings which appear on these schedules are
irrelevant, e.g. from third parties, please let us know and we will discard
them.

Yours truly,

The Subcontractor

123

 Standard Forms for Subcontractors

Note I9

Re: Drawing Register Outgoing

To be issued at least monthly.

To ensure that information being used is current and correct and that the
main contractor is aware of all information provided and cannot say

otherwise at a future time.

To be used for as-builts and working drawings.

124

 Document and Information Control

Memo I10

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Drawing Register Outgoing

Please find enclosed our most current drawing submittal register dated
………………, sheet nrs …………./…………./…………. etc.

Please confirm that you have received these most recent issues of
drawings to date.

Should you find that you have not received any of the issued drawings
which appear on this schedule please advise us and we shall send the
correct drawings immediately for your records and action.

Yours truly,

The Subcontractor

125

 Standard Forms for Subcontractors

Note I11

Re: Schedule of Information Required

To be submitted as soon as contract is awarded and as early as possible

into the project.

To be prepared jointly with own QS and site manager etc., studying all
drawings specifications and estimators’ notes.

To put pressure on the main contractor/design team to get all information

at the appropriate time.

To be prepared in conjunction with own programme dates or agreed dates

if using the main contractor programme.

To set foundation for delay claim for lack of or delay in provision of

information.

To be used to request architectural, structural and for services installation

queries, wherever interface or lack of detail exists or may occur.

126

 Document and Information Control

Memo I12

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Schedule of Information Required

Please find enclosed our schedule of information required, reference

………………, dated ………………

Please provide the information requested by the dates shown which are in
accordance with your programme/the agreed programme/our programme
reference ………………, dated ………………

Should you have any comments on the attached or require clarification

of any of the issues raised please let us know in order that we may take
necessary action.

Yours truly,

The Subcontractor

127

 Form I13: ARCHITECTURAL

Project Name:…………………
SCHEDULE OF INFORMATION REQUIRED
Project Nr:……………… Subcontractor Ltd
Schedule Nr:………………
Date:……………
Ref. Description of Information Planned Latest Date Ref. Comments
Required ARCHITECTURAL Start Date Received Nr
Date Req’d
1
2
3
4
5
6

128

7
8
9
10
11
12
13
14
15
16
17
18
19
20
 Form I13: STRUCTURAL

Project Name:……………………
SCHEDULE OF INFORMATION REQUIRED
Project Nr: ………………… Subcontractor Ltd
Schedule Nr:…………
Date:………………
Ref. Description of Information Planned Latest Date Ref. Comments
Required STRUCTURAL Start Date Received Nr
Date Req’d
1
2
3
4
5
6

129

7
8
9
10
11
12
13
14
15
16
17
18
19
20
 Form I13: MECHANICAL

Project Name:…………………
SCHEDULE OF INFORMATION REQUIRED
Project Nr:……………… Subcontractor Ltd
Schedule Nr:………………
Date:……………
Ref. Description of Information Planned Latest Date Ref. Comments
Required MECHANICAL Start Date Received Nr
Date Req’d
1
2
3
4
5
6

130

7
8
9
10
11
12
13
14
15
16
17
18
19
20
 Form I13: ELECTRICAL

Project Name:…………………
SCHEDULE OF INFORMATION REQUIRED
Project Nr:……………… Subcontractor Ltd
Schedule Nr:………………
Date:……………
Ref. Description of Information Planned Latest Date Ref. Comments
Required ELECTRICAL Start Date Received Nr
Date Req’d
1
2
3
4
5
6

131

7
8
9
10
11
12
13
14
15
16
17
18
19
20
 Standard Forms for Subcontractors

Note I14

Re: Site Diary

Every contract, no matter what size, should maintain a site diary.

These sheets are excellent for recording events as they occur and for use
in the preparation of claims as necessary.

To be completed by site foreman and copied and issued by post or e-mail

to head office every day.

To be reviewed by the QS and senior management to extract variations

delays etc.

To be filed on site in A4 lever arch file.

132

 Subcontractor Ltd Form I15: Daily Site Diary

Project Nr: Job: Day: Date:

Weather: T° am = T° pm = Rain/Sunshine/Wind/Snow/Hail
Labour Subcontractor Plant on Plant on
on Site Labour Site Hired Site owned

Total number on site today =

Activities Underway:

Instructions/Variations Received:

Drawings Issued/Received:
By No. Rev. By No. Rev. By No. Rev. By No. Rev.

Delays & Disruption:

What Happened Effect Time

Significant Events:

Recorded By :
 Standard Forms for Subcontractors

Note I16

Re: Request for Information

To be used after the original and schedule of information (see Form I13)

has been raised.

To be used throughout contract to completion.

To be completed by site foreman/QS/contracts manager whenever

information supplied is inadequate or in need of clarification.

To be dated on sending and when reply is received, the form must be

completed and dated.

To be filed on site in A4 lever arch file.

To be sent to QS for variations and time extension review.

To be cross-referenced to agreed programme for dates required and task

identification.

134

 SUBCONTRACTOR Ltd

Form I17: REQUEST FOR INFORMATION NO.: 000

Project Name: ……………………… Project Nr: …………

Issued to: Fax/E-mail Cc. to: Fax/E-mail

1 1
2 2
3 3

4 4

Further to issue of our Schedule of Information Required, dated…………, we request

the following additional information in order to assist us in meeting our programmed
target dates:

Ref. Task Information Required Date Required Date Received

01
02
03
04
05
06
07
08
09
10
11
12

Requested by: ……………………… Issue Date: …………

135

 Standard Forms for Subcontractors

Note I18

Re: Electronic Mail Register Issue Log

With the advent of e-mail it is a good idea to, at least once monthly, issue

a log of all e-mail received in that month to the main contractor to ensure

that all intended mail has been received.

To allow the main contractor to ensure that all information is passed on.

To identify where information is not received on time.

136

 Document and Information Control

Memo I19

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Electronic Mail Register Issue Log

Please find below our most current e-mail registers/schedules.

Please confirm that these are the most recent issues of e-mail to date.

E-mail Reference Date Received Subject

E-mail Reference Date Issued Subject

Yours truly,

The Subcontractor

137

 Standard Forms for Subcontractors

Note I20

Re: Two Week Look Ahead Programme

To be produced fortnightly in relation to the contract programme.

To be produced by QS and site foreman.

To identify materials required in advance to maintain the programme.

To identify labour resources required in advance to maintain the

programme.

To identify plant resources required in advance to maintain the

programme.

To protect against causing delays.

To organise the workforce on other contracts as well as this.

To identify where there may be delays and to attempt to prevent same or

to enable early advice to the main contractor.

138

 Project Name: ______________ Subcontractor Ltd

Form I21: Two Week Look Ahead Programme

Project Nr: ________ Month: ________

Day 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
Item Activity Day M T W T F S S M T W T F S S M T
Date

139

 Standard Forms for Subcontractors

Note I22

Re: Purchasing List

To be produced at the beginning of the contract on receipt of programme

of works.

To be produced by QS and site foreman.

To identify materials required in advance to maintain the programme.

To identify labour resources required in advance to maintain the

programme.

To identify plant resources required in advance to maintain the

programme.

To protect against causing delays.

To organise workforce on other contracts as well as this.

To identify where there may be delays and to attempt to prevent same or

to enable early advice to the main contractor.

To identify where there are long lead delivery issues to enable early

advice to the main contractor.

To be monitored daily by QS and Foreman until all resources are on site.

140

 Form I23

Project Name:…………………
Project Nr:……………… PURCHASING LIST Subcontractor Ltd
Date:…………… List Nr:………………

Ref. Item Ordered Date Supplier Tel. Nr Date Delivery Status

Required Date
1
2
3
4
5
6
7
8

141

9
10
11
12
13
14
15
16
17
18
19
20
142

Section 4: Site Matters Management

144

 Table of Site Matters Forms and Notes

Reference Nr Title Page Nr

SM2 Abnormal Hazardous Operations 147

SM4 Confirmation of Verbal Instruction 149

SM6 Confirmation of Verbal Instruction Reminder 151

SM8 Confirmation of Adequacy of

Information Received from Others 153

SM10 Confirmation of Adequacy of

Information Received Reminder 157

SM12 Suitability of Previous Works/Backgrounds 159

SM14 Suitability of Previous

Works/Backgrounds Reminder 161

SM16 Request for Approval to Proceed –

Interface Trades 163

SM18 Completion of Work Stages 165

SM20 Completion of Work Stages Reminder 167

SM22 Damage to Work by Others 169

SM24 Completion of Rectification Work 171

SM26 Request for Approval to Proceed to Meet

Programme 173

SM28 Information Received from Third Party 175

SM30 Repairs to Damaged Works –

Confirm Verbal Instruction 179

SM32 Notice of Materials Delivery 181

SM34 Notice of Materials Delivery Turned

Away – Cost of Reordering/Redelivery 183

SM36 Notice of Reordered Material Delivery 185

SM38 Confirmation of Receipt of Instruction 187

SM40 Submission of Check Sheets/Test Results 189

SM42 Submission of Check Sheets Register/Test

Results Register/Log 191

SM44 Completion of Snags 193

SM45 Inspection and Check Sheets 194

145

 Standard Forms for Subcontractors

Note SM1

Re: Abnormal Hazardous Operations

To be used where operations are instructed which were not known at time
of tender.

Where such operations were known at time of tender any additional

premiums which may be required for insurance purposes are the
subcontractor’s liability.

To be sent at least **ten days prior to commencement of operations to

give the main contractor sufficient notice of costs.

146

 Site Matters

Memo SM2

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Abnormal Hazardous Operations

Further to your instruction to carry out the following works, it is our

intention to commence these operations as detailed below. (Date to be
given must be at least **ten days from date of memorandum.)

Description of Work Proposed Start Date

We are in the process of mobilising resources to carry out your instruction.

Please find enclosed our risk assessment and method statement for this
operation.

These works constitute abnormal hazardous operations in our opinion and

we are required to advise our insurers and seek appropriate cover.
This may result in additional costs which we shall pass on to you as an
extra to the contract unless you are willing to cover these operations under
your own policies and provide us with confirmation of cover.

If, as a result of the possibility of additional costs arising, you do not wish
us to proceed please advise us by return.

Yours truly,

The Subcontractor

147
 Standard Forms for Subcontractors

Note SM3

Re: Confirmation of Verbal Instruction

To be used immediately upon receipt of verbal instruction.

To be sent to the main contractor within **5 days of receipt of verbal

instruction.

To be used prior to carrying out any verbally instructed works of any kind

unless they are of an emergency or safety nature.

148

 Site Matters

Memo SM4

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Confirmation of Verbal Instruction

We acknowledge receipt of your verbal instruction given on ………… by

your Mr/Ms ………… to our Mr/Ms ………… to carry out the following
works.

Item Description

a)
b)
c)
d)

As requested we intend to carry out theses works on the ……………/

immediately and we would appreciate your written confirmation of this
verbal instruction.

If we do not receive contradictory written instruction prior to the date of

execution we shall proceed as though a written instruction has been issued
to cover this verbal request.

Yours truly,

The Subcontractor

149

 Standard Forms for Subcontractors

Note SM5

Re: Confirmation of Verbal Instruction Reminder

To be used **five days after issue of SM4.

To be written to indicate that, whilst verbal instructions will be taken,

proper written confirmation is required.

To note that **five days have passed and no written dissention has been
received, thereby conferring that the verbal instruction is deemed to be in
writing.

To be written to indicate that written instructions permit faster reaction

time as contractually subcontractors do not have to act immediately upon
receipt of verbal instructions but could wait for the **ten days to pass
prior to acting.

150

 Site Matters

Memo SM6

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Confirmation of Verbal Instruction Reminder

Further to our memorandum SM4, dated ………………, we write to

confirm that, as we have not yet received written confirmation of your
verbal instructions regarding the items listed below and as **five days
have now passed since the verbal instruction was given, we consider that
these verbal instructions are now deemed to be in writing.

Item Description

a)
b)
c)
d)

Please note that we would prefer written instructions as they permit us to

act immediately upon receipt, whereas verbal instructions do necessitate
written confirmation by ourselves and final confirmation by you.

Yours truly,

The Subcontractor

151

 Standard Forms for Subcontractors

Note SM7

Re: Confirmation of Adequacy of Information Received from Others

To be issued immediately upon receipt of information.

To record the date of receipt and to let the contractor know that they are
equally responsible for the accuracy and acceptance of information.

The main contractor is responsible for overall coordination unless the

subcontractor has agreed to and is being paid for coordination.

To preserve rights.

152

 Site Matters

Memo SM8

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Confirmation of Adequacy of Information Received from Others

Please find enclosed copies of …………………… information/docu­

ments/details direct from Messrs ………………

We acknowledge receipt of the following …………… information/docu­

ments/details direct from Messrs ………………

These documents were received by us on the ………………

Item Description of Document/Information Received

a)
b)
c)
d)

We would be pleased to receive your immediate written confirmation that

the documentation referred to/enclosed meets your approval and can be
used by us in progressing the works and/or preparing our own submittal
information and/or preparing our contract programme.

We are unable to proceed on the basis of the information referred to above

without your written instruction covering these issues.

In order to mitigate delays to the programme and in order to minimise any

possible costs we would be pleased to receive your instructions.

153

 Standard Forms for Subcontractors

We will advise you of the cost and time effect upon receipt of your

instructions.

Yours truly,

The Subcontractor

154

[Blank]

155

 Standard Forms for Subcontractors

Note SM9

Re: Confirmation of Adequacy of Information Received Reminder

To be issued no later than one week after SM8 and weekly thereafter until
confirmation or rejection received.

To remind the main contractor that there is a possibility of them creating

an untenable situation for themselves, possible delays to the works and
that they are responsible for the accuracy of information.

The main contractor is responsible for coordination unless the subcontractor

has agreed to and is being paid for coordination.

To preserve rights.

156

 Site Matters

Memo SM10

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Confirmation of Adequacy of Information Received Reminder

Further to our memorandum SM8, dated ………………, we write to

remind you that we await your reply.

It is imperative that we receive your immediate written instructions

concerning these issues and how we are to proceed in order to prevent
any possible delay or conflict from arising. The items in question are as
follows:

Item Description of Document/Information Received

a)
b)
c)
d)

Any further delay in responding on your part will/may cause delays to our
works and to those of follow-on trades and we may have no recourse but
to charge any additional and unforeseen costs to your account.

Yours truly,

The Subcontractor

157

 Standard Forms for Subcontractors

Note SM11

Re: Suitability of Previous Works/Backgrounds

To be issued immediately upon identifying that previous backgrounds are

unacceptable or will cause added expense (e.g. more dubbing out for
plastering/packing or shimming to level roof trusses).

To be used particularly if the previous background’s poor quality will

reflect upon finished quality of own product (e.g. carpet/vinyl).

To preserve rights.

To place onus on the main contractor for early release of information and

coordination.

To be used in conjunction with inspection check sheets, see SM45.

158

 Site Matters

Memo SM12

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Suitability of Previous Works/Backgrounds

We write to advise you that it is our opinion that the previous work surfaces
in the following areas/locations are not suitable/complete to allow our
works to proceed and we would appreciate your written confirmation on
and instructions concerning these areas in order to mitigate any delay.

Item Area/Location Work Affected Reason

a)
b)
c)
d)

We would be grateful to receive your earliest response to enable us to

proceed/reprogramme our works and minimise delay and costs.

Yours truly,

The Subcontractor

159

 Standard Forms for Subcontractors

Note SM13

Re: Suitability of Previous Works/Backgrounds Reminder

To be issued not more than **five days after SM12 or in a time period
which reflects the status and conditions of site works; if urgent send two
days after SM12, for example.

To preserve rights.

To place onus on the main contractor for early release of information and
coordination.

160

 Site Matters

Memo SM14

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Suitability of Previous Works/Backgrounds Reminder

Further to our memorandum SM12, dated ………………, regarding the

above.

Please note that we have had no reply to the above memo and, in order to
prevent further/possible delay to the programme, would you please
confirm that we should commence/continue our works all in accordance
with earlier instructions/agreed programme/work schedules/sequences
and that this is acceptable and complies with your requirements.

Alternatively please instruct us on how to proceed.

Should any additional or abortive costs result from these instructions we

shall advise you as soon as they become reasonably apparent.

Yours truly,

The Subcontractor

161

 Standard Forms for Subcontractors

Note SM15

Re: Request for Approval to Proceed – Interface Trades

To be issued in order to ensure that interface trades are complete prior to

burying or closing up.

To preserve rights.

To make the engineer responsible for checking previous trades.

To prevent possible abortive work or redoing work.

To place onus on the main contractor for early release of information and

coordination.

Inspection check sheets may be used here (see SM45).

162

 Site Matters

Memo SM16

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Request for Approval to Proceed – Interface Trades

Please confirm that all preceding trades have completed their works and
that all pipe conduits or any works passing through or to be contained or
integrated within our works in the following areas can be buried/built
in/closed up.

Area/Location/Wall Date our Works to Proceed

a)
b)
c)
d)

If you wish to carry out joint inspections we shall be pleased to visit the
site with you at your convenience.

Yours truly,

The Subcontractor

163

 Standard Forms for Subcontractors

Note SM17

Re: Completion of Work Stages

To be issued where works have to be carried out in stages, for example

first fix drylining and second fix drylining, and where other trades inter­
face between stages.

To preserve rights.

To make the main contractor foreman/engineer take responsiblilty for

checking previous trades and instructing that all works are complete.

To prevent possible abortive work or redoing work, which is in everyone’s

interest.

164

 Site Matters

Memo SM18

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Completion of Work Stages

We are pleased to advise that we have completed our works up to the

first/second/third/final stage in the following areas on the dates noted.

Area/Location/Wall Stage Date our Works Complete Permit to Proceed

a)
b)
c)
d)
e)

We would be pleased to receive your earliest confirmation that our works

have been completed to your satisfaction.

If you wish to carry out joint inspections we shall be pleased to visit the
site with you at your convenience.

Note – where first second or third stage is incomplete, the following

paragraph is included:

Please confirm by return when we are able to proceed with the next stage of
our works and that any follow-on trades passing through to be contained in
or buried in or integrated within our works have been installed/are complete.

Yours truly,

The Subcontractor

165
 Standard Forms for Subcontractors

Note SM19

Re: Completion of Work Stages Reminder

To be issued not more than **five days after SM18 or in a time period

which reflects the status and conditions of site works; if urgent send two

days after SM18, for example.

To preserve rights.

To make the main contractor’s foreman/engineer responsible for checking

previous trades.

To prevent possible abortive work or redoing work.

To cover you in case someone else causes damage to preceding trades

work before you proceed.

To be issued where the programme is in jeopardy.

166

 Site Matters

Memo SM20

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Completion of Work Stages Reminder

Further to our memorandum SM18, dated ………………, we write to

advise that we have had no reply to date and intend to continue our works
in order to complete our works productively and in accordance with your
programme.

Areas in question, as per our memorandum SM18, are listed below:

Area/Location/Wall Final Stage

a)
b)
c)
d)
e)

Please confirm by return that you have no objection to this course of

action.

Yours truly,

The Subcontractor

167

 Standard Forms for Subcontractors

Note SM21

Re: Damage to Own Work by Others

To be issued immediately on detection of damaged work.

To preserve rights.

To allow the main contractor to seek monies from the person who

damaged work.

Take dated photographs and submit with letter.

Advise where possible of person/persons/trade that caused damage.

168

 Site Matters

Memo SM22

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Damage to Work by Others

Further to our memoranda SM18 and SM20, dated ……………… and

……………… respectively, we write to advise that previously completed
works have been damaged by other trades/Messrs …….....…… /persons
unknown.

The damages were caused to the following locations and we have

photographed the areas and attach copies for your records.

Area/location/Wall Damage Caused

a)
b)
c)
d)
e)

We would be pleased to receive your instructions to carry our repairs to

those areas affected which repairs will be carried out on a dayworks basis;

or

our price for carrying out repairs to these works is e………………. We

await your instruction to carry out remedial works.

Yours truly,

The Subcontractor

169
 Standard Forms for Subcontractors

Note SM23

Re: Completion of Rectification Work

To be issued immediately on completion of repairs to damaged work.

To preserve rights.

To allow the main contractor to seek monies from person who damaged

work.

To make sure dayworks sheets are submitted quickly, use covering letter

and dayworks log memoranda I2 and I4.

170

 Site Matters

Memo SM24

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Completion of Rectification Work

Further to our memorandum SM22, dated ……………, we write to advise

that works previously damaged by other trades/Messrs ………………
have been repaired.

The damaged works were repaired in the following locations.

Area/Location/Wall Repair Carried Out

a)
b)
c)
d)
e)

These works have been carried out in strict accordance with your
specification on an agreed price/dayworks basis and we shall submit
our daywork sheets to you within one week of the works having been
completed/include our price for these works with our next valuation.

Yours truly,

The Subcontractor

171

 Standard Forms for Subcontractors

Note SM25

Re: Request for Approval to Proceed to Meet Programme

To be issued in order to establish entitlement and rights for extension of

time.

To be issued giving sufficient time for the main contractor to instruct.

To make the main contractor foreman/engineer responsible for delays if

any follow.

To reinforce the fact that previous stages of work are complete to your sat­
isfaction and specification and the main contractor has not approved
same.

172

 Site Matters

Memo SM26

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Request for Approval to Proceed to Meet Programme

We write to confirm that we are required by your instructions/programme,

dated ………………, to commence our works/the second stage/third
stage/final stage of our works in the following areas on the dates noted.

Area/Location/Wall Date our Works to Proceed

a)
b)
c)
d)

Please confirm that we may proceed/that the previous stages of our works
have been completed to your satisfaction as we have not received a
reply to our memoranda SM18 and SM20, dated ……………… and
……………… respectively.

Yours truly,

The Subcontractor

173

 Standard Forms for Subcontractors

Note SM27

Re: Information Received from Third Party

To be issued immediately upon receipt of any information from third

parties.

Not to be acted upon unless instructed by the main contractor or

unless there is an instruction of overriding authority, e.g. Garda, ESB, for
emergency purposes.

174

 Site Matters

Memo SM28

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Information Received from Third Party

Please find enclosed copies of information received from Messrs

………………

We are taking this for information purposes only but note that, should this
information be come an instruction from you, it will affect our works in
the following ways:

a)
b)
c)

or

will not affect our works in any way.

We would be pleased to receive your immediate written confirmation that

the information documentation referred to/enclosed meets your approval
and can be used by us in progressing the works and/or preparing our own
submittal information and/or preparing our contract programme.

We are unable to proceed on the basis of the information referred to above

without your written instruction covering these issues.

In order to mitigate delays to the programme and in order to minimise any

possible costs we would be pleased to receive your instructions.

175

 Standard Forms for Subcontractors

We will advise you of the cost and time effect upon receipt of your

instructions.

Please issue your instructions.

Yours truly,

The Subcontractor

176

[Blank]

177

 Standard Forms for Subcontractors

Note SM29

Re: Repairs to Damaged Works – Confirm Verbal Instruction

To be issued prior to carrying out the works.

To put on record the fact that the work cannot be measured.

To make the main contractor foreman/engineer responsible for instruction

and recovery of costs from others.

To be used in lieu of memorandum SM18/20 if required, or use SM18/20.

178

 Site Matters

Memo SM30

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Repairs to Damaged Works – Confirm Verbal Instruction

We confirm having received your verbal instruction, dated

………………, requesting that we proceed to repair those areas of our
works which had been damaged by other trades.

We are now carrying out that instruction.

We would be pleased to receive your written confirmation of that verbal

instruction noting that, within **five days of the date of this letter,
the verbal instruction will be deemed in writing unless countered by
yourselves.

In the meantime we are preparing a written report with photographs for

your information and records on the damaged areas, the causes and the
remedial works required.

We shall submit this to you along with our daywork sheets/time/materials

record sheets and we trust that, given the nature of the work, you will
agree to reimburse us on this basis.

Yours truly,

The Subcontractor

179

 Standard Forms for Subcontractors

Note SM31

Re: hrs Notice of Materials Delivery

To be issued where site is congested and problems may occur due to

access.

To be issued where attendances need to be booked ahead of deliveries.

To be issued giving the main contractor sufficient notice to provide

attendance.

To be used to put pressure on the main contractor to provide attendances

in order to facilitate programme.

To indicate, where necessary, when attendances are not provided thereby

causing delays.

180

 Site Matters

Memo SM32

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: hrs Notice of Materials Delivery

We write to advise that in accordance with your requirements/programme

we have ordered the following materials/equipment:

a)
b)
c)
d)
e)
f)

These will be delivered to site on ………………/as agreed on the

……………….

We will require/will not require the use of craneage/hoisting facilities for

approximately …………. hours.

Please confirm that this is acceptable.

Please note that any delay to this delivery may impact on your programme.

Yours truly,

The Subcontractor

181

 Standard Forms for Subcontractors

Note SM33

Re: Notice of Materials Delivery Turned Away – Cost of Reordering/

Redelivery

To be issued when previously agreed delivery times for materials are not
met by the main contractor.

To be used when materials are turned away by the main contractor repre­
sentative immediately upon occurrence.

To be used to show delay.

182

 Site Matters

Memo SM34

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Notice of Materials Delivery Turned Away – Cost of Reordering/

Redelivery

We write further to our memorandum SM32, dated ………………, to

confirm that materials/equipment delivered to site as agreed were not
off-loaded as a result of your instruction/congested load-out areas/
non-availability of hoist or crane facilities and were turned away.

As a result the cost and time implications of reordering/delivering these

goods will be monitored/evaluated and will be submitted to you in due
course.

Yours truly,

The Subcontractor

183

 Standard Forms for Subcontractors

Note SM35

Re: Notice of Materials Delivery Turned Away – Time and Cost Impact

To be issued when previously agreed delivery times for materials are not
met by the main contractor.

To be used when materials are turned away by the main contractor repre­
sentative immediately upon occurrence.

To be used to show delay.

To be used once reconfirmed delivery times are firmed up which impact

on programme and work on site.

184

 Site Matters

Memo SM36

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: hrs Notice of Reordered Materials Delivery

Further to our memorandum SM34, dated ………………, we write to

advise that we have reordered/rescheduled the following materials/equip­
ment previously ordered but turned away:

a)
b)
c)
d)
e)
f)

These will be delivered to site on ………………/as agreed on the

………………

We will require/will not require the use of craneage/hoisting facilities for

approximately …………. hours.

Please confirm that this is acceptable.

There is a knock-on effect to our programme resulting from this event and
we will advise you of the time and cost impact under separate cover.

Yours truly,

The Subcontractor

185
 Standard Forms for Subcontractors

Note SM37

Re: Confirmation of Receipt of Instructions

To be issued upon receipt of instruction.

To record the date of receipt (date on instruction may be different from

date of receipt).

To let the contractor know that assessment of time and costs will follow.

To preserve rights.

186

 Site Matters

Memo SM38

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Confirmation of Receipt of Instruction

We acknowledge receipt of your instruction/direction/drawing as

follows:

Item Document Reference Date Received Description

a)
b)
c)
d)

We are proceeding with the works.

We will advise you, upon checking the content of the above, of any
ambiguities or cost or time effects or other implications and submit these
to you (if any) for your consideration and approval at the earliest possible
opportunity.

Yours truly,

The Subcontractor

187

 Standard Forms for Subcontractors

Note SM39

Re: Submission of Check Sheets/Test Results

To be submitted as soon as work is checked or tested.

To be submitted to indicate that works are installed in accordance with

specification/good practice/instruction.

To record when works are completed and handed over in stages.

To protect against unwarranted or heavy handed snagging.

To verify works accepted and to ensure payment forthcoming in case of

later damage.

See Memo SM45 for sheets.

188

 Site Matters

Memo SM40

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Submission of Check Sheets/Test Results

Please find enclosed our most current check sheet/test result sheet, dated
………………, sheet nrs. …………. /…………. /…………. etc.

The check sheets attached have been signed by your representative to

confirm that our works are in accordance with specification and are to
your satisfaction;

or

please return signed copies of these record sheets for our files if you are
satisfied with the works done/test results recorded.

Should you have any comments on the attached or are not satisfied with
any of the attached please let us know in order that we may take necessary
action.

Yours truly,

The Subcontractor

189

 Standard Forms for Subcontractors

Note SM41

Re: Submission of Check Sheets Register/Test Results Register/Log

To be submitted regularly monthly at the latest to ensure the main contractor

is in possession of all records.

To be submitted to indicate that works are installed in accordance with

specification/good practice/instruction.

To record when works are completed and handed over in stages.

190

 Site Matters

Memo SM42

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Submission of Check Sheets Register/Test Results Register/Log

Please find enclosed our most current check sheet/test result register/log,

dated ………………, sheet nrs. …………./…………./………….

Please confirm that you have received these most recent issues to date.

Should you find that you have not received any of the sheets which appear

on this schedule please advise us and we shall send the missing items

immediately for your records and action.

Yours truly,

The Subcontractor

191

 Standard Forms for Subcontractors

Note SM43

Re: Completion of Snags

To be used upon completion of snags which were advised by the main

contractor.

Snags to be completed as soon as possible to allow release of final valua­

tion or retention monies and to prevent the main contractor using these as
a reason for withholding monies.

192

 Site Matters

Memo SM44

To: The Main Contractor Reference: …………

From: The Subcontractor Project Name/Number: …………

Date: ……………..

Re: Completion of Snags

Please find enclosed snag list reference ………………, dated

………………, reporting that all snags are now complete.

Please arrange to verify and sign off these lists at your earliest conven­
ience.

Yours truly,

The Subcontractor

193

 Standard Forms for Subcontractors

Note SM45

Re: Inspection and Check Sheets*

A selection of check sheets which can be modified to suit different trades.

To be issued to advise of previous backgrounds being unacceptable.

To be issued when work sections are complete.

To be issued to confirm that works are being carried out in accordance

with specifications.

To be used when surveys etc. are necessary prior to starting work or work
sections.

To be issued where main contractors are being stringent and require doc­
umentation ISO.

To be issued as a matter of course to obtain agreement that works are

acceptable and to minimise snagging at a later date.

To encourage good discipline in own workforce in following specifications

and manufacturer recommendations.

To protect against future damage by others and to cover revisit charges.

*See Appendix

194
Appendix: Check Sheets

196

 Table of Check Sheets

Subcontractor Ltd.
Title Page Nr
Blank Report Format 199

Excavation/Hardcore/Stone Fill/Earthworks 200

External Drainage 201

Fire Main/Water Main 202

Gas Main 203

Manholes 204

Internal Drainage 205

Concrete (Pre-Pour) 206

Concrete (Post-Pour) 207

Brickwork and Blockwork 208

Pre-cast Units: Frames 210

Joinery/Ironmongery 212

Metal Cladding Units 213

Stone Cladding Units etc. 214

Structural Steel and Metalwork 215

Roofing 216

Windows and Curtain Walling 217

Partitions and Drylining 219

Plasterwork and Rendering 220

Suspended Ceilings 221

Raised Floors 222

Hard Tiling 223

Floor Covering 224

Decoration 225

197

198

 SUBCONTRACTOR LTD
CHECK SHEET

ELEMENT/TRADE

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Work Element Comment/Details Yes No Note OR n/a

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

199

 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

EXCAVATION/HARDCORE/STONE FILL/EARTHWORKS

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Setting Out
Check of Underground Services
Width/Depth of Trench/Pit
Formation Level Approval
Formation Bearing Approval
Grade of Fill
Plain Concrete Fill Specification
Material Data Sheet Specification
Supplier Product
Compaction
Final Gradings

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

200

 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

EXTERNAL DRAINAGE

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Trench Depth and Width

Bed Type and Thickness
Pipe Type
Line
Level
Gradient
Test
Test Certificate Reference
Pipe Haunching/Surrounding
Thickness
Compaction
Backfill
Type
Compaction
Lean Mix Grade
Depth Cover
Cleaned Out
On Drawing

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

201
 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

FIRE MAIN/WATER MAIN

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Trench Depth and Width

Level of Trench Bottom
Bed Type and Thickness
Surround Type and Thickness
Pipe Type:
Size
Line
Level
Falls
Joints
Thrust Blocks
Pressure Test
Test Cert. Ref.
Accessories: Hydrants/Covers/
Depth Marker
Valves/Covers
Meter Identification
Marker Post Locations
Cleaned Out
On Drawing

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

202
 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

GAS MAIN

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Trench Depth and Width

Level of Trench Bottom
Bed Type and Thickness
Surround Type and Thickness
Pipe Type:
Size
Line
Level
Falls
Joints
Thrust Blocks
Pressure Test
Test Cert. Ref.
Accessories: Hydrants/Covers/
Depth Marker
Valves/Covers
Meter Identification
Marker Post Locations
Cleaned Out
On Drawing

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

203
 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

MANHOLES

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Location
Set-out
Size
Materials
Steps Irons
Benching
Plastering: Internally
Externally
Cover Frame: Level
Sea
Duty
Manhole Sealing
Pressure Test
Test Cert. Ref.
Accessories: Hydrants/Covers/
Depth Marker
Valves/Covers
Meter Identification
Marker Post Locations
Cleaned Out
On Drawing

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

204
 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

INTERNAL DRAINAGE

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Trench Depth and Width

Bed Type and Thickness
Pipe Type
Line
Level
Gradient
Test
Test Certificate Reference
Pipe Haunching/Surrounding
Thickness
Compaction
Backfill
Type
Compaction
Lean Mix Grade
Depth Cover
Cleaned Out
On Drawing

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

205

 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

CONCRETE (PRE-POUR)

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Concrete Mix
Cube Reference
Setting Out (Line & Level)
Quality/Type of Forms
Propping Adequate
Formwork Line
Formwork Level
Re-Bar: State Cover
Fixing: Tying Wire
Chairs
Spacings: State Centres
Starter Bars
Cleanliness
Openings
Cores
Water Bar
Fixings/Abbey Slot/Bolts
Pipes in Place
Waterstop

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

206
 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

CONCRETE (POST-POUR)

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Level

Line

Plumb

Surface Finish

Class of Finish Specified

Compliance

Curing Method

Joints

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

207

 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

BRICKWORK AND BLOCKWORK

(part 1)

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Approved Sample in Place

Load-Bearing: Yes/No
Fair-Faced: Yes/No
Materials
Brick/ Block Type: Finish
Mortar Mix: Site Mixed
Trowel Ready
Supplier
Dockets Attached
Set Out
Line
Coursing: Brick Rules
Opes: Doors
Windows
Services
Support System
In Place in Line & Level
Type
Grade of Steel
Wall Ties
Type
Vertical Spacing
Horizontal Spacing
Around Openings Spacing
Closed Up
Soldier Courses
Patterns Correct Symmetrical

208

 BRICKWORK AND BLOCKWORK

(part 2)

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment/Detail Yes No Note OR n/a

D.P.C
Cavity Trays
Reinforcement
Contraction Joints
Expansion Joints
Wall Insulation
Clean Cavities
Cills, Copings
Brick, Block Specials
Finish/Cleanliness
Pointing

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

209

 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

PRE-CAST UNITS: FRAMES

(part 1)

Project Nr: .................. Date: ..................

Drawing Nr: ..................
Revision Nr: ..................
Instruction Nr: ..................
Area of Operation: .....................................
Sub-Contractor/Manufacturer Drawing Nr: ……… Rev Nr: ………………
Sub-Contractor/Manufacturer Drawing Approved Yes …… Date: ………
No …… Date: ………
Approved Sample in Place?
Is Preliminary Off-Site Testing Required?
If Required, have you Received a Satisfactory Test Report?
% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Starter Bars and Links

Bearing Support
Bed Thickness
Handling/Lifting Methods
Set-Out: Line
Level
Thickness
Length
Width
Squareness
Edge-Details
Steel Edge Supports/Angles
Line
Level
Camber
Location/Dimensions of Service
Opes
Restraining Dowels
Brackets
Fixings
Joint Width
Joint Fillers/Sealants
Finish / Visual Appearance

210

 PRE-CAST UNITS: FRAME

(part 2)

DRAWING CHECKLIST

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Are service opes in accordance

with builder’s work information?
Are other opes provided for?
Is standard of finish to all
surfaces clearly defined?
Is finish suitable for following
trades:
1
2
3
Is camber of beam, slab units
defined?
Is sequence of erection defined?
Is handling of units defined?
Is the P.C. manufacturer
responsible for the erection of
same, including craneage?
Have the manufacturer’s working
drawings been approved by
the structural engineer/design
team?
Is system of propping clearly
defined and responsibility
detailed?
Has screed weight and thickness
been coordinated with units,
floor finishes etc.?

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

211

 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

JOINERY/IRONMONGERY

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Approved Sample in Place?

Set-Out: Line
Level
Materials: Type
Quality
Ironmongery
Is Timber Primed?
Site Workmanship/Quality
Fire Rating: Checked
Fire Certification
Finish/Visual Appearance
Does the Finished Work Require
Protection?
Protection in Place
Glazing Agreed

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

212

 SUBCONTRACTOR LTD
CHECK SHEET

ELEMENT/TRADE
METAL CLADDING UNITS

Project Nr: .................. Date: ..................

Drawing Nr: ..................
Revision Nr: ..................
Instruction Nr: ..................
Area of Operation: .....................................
Sub-Contractor/Manufacturer Drawing Nr: ………… Rev Nr: …………………
Sub-Contractor/Manufacturer Drawing Approved Yes ……… Date:………
No ………. Date:………
Approved Sample in Place?
Is Preliminary Off-Site Testing Required?
If Required, have you Received a Satisfactory Test Report?
% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Handling/Lifting Methods
Set-Out: Line
Level
Secondary Support System
DPC/Flashing
Brackets/Fixings
Cladding Units
Dimensional Accuracy: Line
Level
Opes: Doors/Windows/Services
Insulation
Joints: Widths
Fillers, Sealants, Compatibility
Finish/ Visual Appearance
Does the Finished Work Require
Protection?
Is it Protected?

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

213

 SUBCONTRACTOR LTD
CHECK SHEET

ELEMENT/TRADE
STONE CLADDING UNITS etc.

Project Nr: .................. Date: ..................

Drawing Nr: ..................
Revision Nr: ..................
Instruction Nr: ..................
Area of Operation: .....................................
Sub-Contractor/Manufacturer Drawing Nr: ………… Rev Nr: …………………
Sub-Contractor/Manufacturer Drawing Approved Yes ……… Date: ………
No ………. Date: ………
Approved Sample in Place?
Is Preliminary Off-Site Testing Required?
If Required, have you Received A Satisfactory Test Report?
% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Support Structure
Handling/Lifting Methods
Set-Out: Line
Level
Secondary Support System
DPC/Flashing
Brackets/Fixings
Cladding Units
Dimensional Accuracy: Line
Level
Opes: Doors/Windows/Services
Insulation
Joints: Widths
Fillers, Sealants, Compatibility
Finish/ Visual Appearance
Does the Finished Work Require
Protection?
Is it Protected?

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:
 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

STRUCTURAL STEEL AND METALWORK

Project Nr: .................. Date: ..................

Drawing Nr: ..................
Revision Nr: ..................
Instruction Nr: ..................
Area of Operation: ..................
Manufacturer Drawing Nr: .................. Rev Nr: ..................
Manufacturer Drawing Approved Yes ……. Date: ..................
No ……. Date: ..................
Working Drawings Nr: .................. Rev Nr: ..................
Working Drawings Approved Yes ……. Date: ..................
No ……. Date: ..................
% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Shot Blasted
Primer
Off-Site Paint-Finish
Erection:
Line
Level
Plumb
Bolted Connections Complete
Site Welding Complete
Grouting Under Base Plates
Fire Proofing
Paint Finish
Joints: Widths
Fillers, Sealants, Compatibility
Finish/ Visual Appearance
Does the Finished Work Require
Protection?
Is it Protected?

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:
 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

ROOFING

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Materials: Type
Colour
Profile
Laps and Sealants
Fixings
Opes/Upstands
Flashings
Fittings: Vents
Louvres
Rooflights
Others
Stacks, Flues
Insulation
Finish/ Visual Appearance
Does the Finished Work Require
Protection?
Is it Protected?

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

216

 SUBCONTRACTOR LTD
CHECK SHEET

ELEMENT/TRADE
WINDOWS AND CURTAIN WALLING
(part 1)

Project Nr: .................. Date: .................

Drawing Nr: ..................
Revision Nr: ..................
Instruction Nr: ..................
Area of Operation: .....................................
Sub-Contractor/Manufacturer Drawing Nr .................. Rev Nr: ..............
Sub-Contractor/Manufacturer
Drawing Approved Yes ……. Date: ..................
No …...... Date: ..................
Approved Sample in Place?
Is Preliminary Off-Site Testing Required?
If Required, have you Received a Satisfactory Test Report?
% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Framing
Support Structure
Handling/Lifting Methods
Set-Out: Line
Level
Secondary Support System
DPC/Flashing
Brackets/Fixings
Aluminium Units
Dimensional Accuracy: Line
Level
Opes: Doors/Windows/Services
Insulation
Joints: Mitres
Glazing Type: Single
Double
Thickness
Lamination
Colour
Glazing Seals
Glazing Gasket
Obscuration/Tint
Handling /Lifting Methods

217

 WINDOWS AND CURTAIN WALLING

(part 2)

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment/Detail Yes No Note OR n/a

Flashings, Cover Strips

Drainage
Joints: Widths
Junction to Other Works
Fillers, Sealants, Compatability
On-Site Testing
Finish, Visual Appearance
Does the Finished Work Require
Protection?
Is it Protected?

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

218

 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

PARTITIONS AND DRYLINING

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Set Out: Line

Level
Stud: Type/Material
Dimensions
Fixings
Opes
Plumb
Services: Installed
Tested
Insulation: Heat
Insulation: Sound
Joints: Scrimmed
Joints: Filled
Abutment to Other Finish
Expanded Metal Joints
Sheeting Material
Fire Rating
Finish/Visual Appearance

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

219
 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

PLASTERWORK AND RENDERING

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Approved Sample in Place?

Internal or External
Plaster Type
Background Type
Dubbing Out, Polybond
Other Trades: First Fix Completed
Joint Locations Defined
Ceiling Level Defined
Plaster: Type
Locations/Line/Level/Plumb
Joint-Widths
Background Preparation (Keying
and Bonding)
No. of Coats
Are Specified Times Between
Coats Observed?
Finished Work: Line
Plumb
Surface Finish/Visual Appearance
Does Work Require Protection?
Is it Protected?

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

220
 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

SUSPENDED CEILINGS

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Approved Sample in Place?

Ceiling Void Confirmed
Above Ceiling Services Completed
Mechanical Services Tested
Electrical Services Tested
Is Access Required For:
1. Commissioning
2. Maintenance
Hangers/Support: Fixing
No. per Area
Grid System: Fixings
Type
Colour
Level
Line
Tiles Type
Board Type
Access Points Provided
Light Fittings Framing
Other Electrical Fittings
Ventilation Grilles
Other Mechanical Fittings
Finish/ Visual Appearance
Is Protection Required?
Is it Protected?

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:
 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

RAISED FLOORS

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Raised Floor Type/System

Approved Sample in Place?
Floor Void Confirmed
Handling (to be Agreed in
Advance)
Material Type
Galvanised
Set-Out Positions of Legs
Underfloor Services Completion
Underfloor Services Tested
Dustproofing Complete
Floor Void Cleaned Out
Adjustable Leg Adhesion
Mechanical Fixings In
Level/Rocking
Perforated Panels
Cut-Outs for Services
Access Positions Agreed
Self-Finished
Applied Finished
Finish/Visual Appearance
Does the Finished Work Require
Protection?
Is it Protected?

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:
 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

HARD TILING

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Raised Floor Type/System

Approved Sample in Place?
Floor Void Confirmed
Handling (to be Agreed in
Advance)
Material Type
Galvanised
Set-Out Positions of Legs
Underfloor Services Completion
Underfloor Services Tested
Dustproofing Complete
Floor Void Cleaned Out
Adjustable Leg Adhesion
Mechanical Fixings In
Level /Rocking
Perforated Panels
Cut-Outs for Services
Access Positions Agreed
Self-Finished
Applied Finished
Finish/Visual Appearance
Does the Finished Work Require
Protection?
Is it Protected?

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:
 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

FLOOR COVERING

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Approved Sample in Place

Compliance with Manufacturer
Recommendation
Levelling Compound
Beds and Backings
Moisture Content
Surface Finish Texture
Slip Resistance Agreed
Type of Joint Agreed
Adhesive & Primer Agreed
Setting Time Observed
Laying Conditions Approved
Floor Material: Type/Colour
Pattern Agreed
Method of Installation
Finish/Visual Appearance
Does the Finished Work Require
Protection?
Is it Protected?

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

224

 SUBCONTRACTOR LTD

CHECK SHEET

ELEMENT/TRADE

DECORATION

Project Nr: .................. Date: ..................

Drawing Nr: ..................

Revision Nr: ..................

Instruction Nr: ..................

Area of Operation: .....................................

% Complete on Checking: .................. %

Do the following elements comply with drawings and specification? (please tick)
Work Element Comment Yes No Note OR n/a

Approved Sample in Place

Compliance with Manufacturer
Recommendation
Background
Beds and Backings
Moisture Content
Preparation: Filling
Sanding
Material: Paint/Paper Reference
Colour/Pattern
No. of Coats
Preparation Between Coats
Dry Film Thickness (DFT)
Pattern Agreed
Method of Installation
Finish/Visual Appearance
Does the Finished Work Require
Protection?
Is it Protected?

Signed as Checked/Compliant Subcontractor's Representative

Date

Signed as Approved Main Contractor

Date

Comments:

225

226