Construction Delay Notice Letter

Full Description

This notice of delay construction letter template helps you notify the owner and other stakeholders in writing when a delay affects your project schedule. Handling a delay can be stressful, and a clear, prompt notice protects your position while keeping communication professional.

What is a notice of delay in construction?

A delay notice is a written communication issued on a construction project that identifies a delay to the project timeline (schedule) and communicates it to the other party. It usually describes the event causing the delay, when it started, the work affected and the expected impact on time and cost. Most construction contracts require written notice of a delay within a set period, and missing that deadline can affect a contractor’s right to more time or money. A notice of delay is often the first step before a formal request for an extension of time.

When to use it

• Late information, design changes or slow approvals from the owner or design team
• Unforeseen site conditions
• Late deliveries of owner-supplied materials or equipment
• Severe weather or other events outside your control
• Delays by other contractors that affect your work
• Any event that the contract says must be notified in writing

What’s included

• A delay notice letter template as a Word document (.docx)
• The notification items a delay notice needs to cover
• A section to explain what your team is doing to minimize the impact on the overall project
• Works with Microsoft Word, Google Docs and OpenOffice

How to fill it out

1. Check the notice clause in your contract for the deadline, recipient and delivery method.
2. Add the date, project name, contract number and the recipient’s details.
3. Describe the delay event and the date it started.
4. List the activities affected and the expected impact on the schedule and, if known, on cost.
5. Refer to supporting records, such as RFIs, correspondence, daily reports and photos.
6. Explain the steps your team is taking to reduce the impact.
7. State that you reserve the right to request a time extension and costs, then sign and send the letter.

Tips

• Send the notice as soon as you know about the delay. Late notice is a common reason claims fail.
• Stick to facts and dates. Leave the detailed time analysis for the follow-up request.
• Keep sending updates while the delay continues.
• Log every notice and the response so you have a clear paper trail.

Related templates and guides

• Notice Letter for Slow Progress Construction
• Letter for Delayed or Defective Material or Equipment
• Correspondence Tracker Template
• Your Guide to Submitting a Construction Change Request
• Fundamentals Of Construction Scheduling

Frequently asked questions

What is a delay notice in construction?

It is a formal written notice that tells the other party a delay has happened or is expected, what caused it and how it affects the schedule. It is often required by the contract and is usually the first step toward a request for more time or compensation.

How soon should a notice of delay be sent?

As soon as possible, and always within the period stated in the contract. Notice periods vary between contracts, so check yours. Sending the notice early also gives the owner a chance to help reduce the delay.

What happens if a construction project is delayed?

The outcome depends on the cause and the contract. If the delay is excusable, the contractor may get a time extension and sometimes extra costs. If it is the contractor’s fault, the contractor may have to recover the time at its own cost or pay damages set out in the contract.

What is the penalty clause for delay in construction?

Many contracts include liquidated damages, a set amount per day or week that the contractor pays if it finishes late for reasons it is responsible for. The amount and how it applies are set in each contract, so read the clause carefully.

Is a notice of delay the same as an extension of time request?

Not always. The notice reports the delay. An extension of time request follows with the analysis and evidence of how much extra time is needed. Some contracts combine them, so follow your contract’s procedure.