Notice Letter for Slow Progress Construction

Full Description

This letter to contractor for slow progress of work gives general contractors and owner’s representatives a formal way to warn a contractor or subcontractor that is falling behind. Use it when progress is slow or the submitted schedule is not being followed, before a slow start turns into a delayed project.

What is a slow progress notice letter?

A slow progress notice letter is a formal written notice sent to a contractor or subcontractor whose work is behind the agreed schedule. It records the problem, refers to the contract and schedule, and asks the contractor to take action, such as adding labor or submitting a recovery plan. The letter creates a clear record that the issue was raised in writing and gives the contractor a fair chance to recover before stronger steps are taken under the contract.

When to use it

• A subcontractor is not keeping up with the agreed construction schedule
• A contractor’s actual progress is well behind the planned progress
• Manpower on site is below what the schedule needs
• Verbal reminders at site meetings have not worked
• The owner’s engineer or quality assurance team needs to formally flag a schedule risk

What’s included

A notice letter template, in document format, for warning a contractor or subcontractor about slow accomplishment progress or failure to follow the given schedule. It can be issued by a general contractor to its subcontractors, or by the owner’s quality assurance or site engineer to the contractor, as a formal reminder.

How to fill it out

1. Add the date, project name, contract or subcontract number and the recipient’s details.
2. State which activities are behind and by how much, compared with the approved schedule.
3. Include supporting facts, such as planned versus actual progress or manpower numbers.
4. Refer to the relevant contract clause or schedule requirement.
5. State what you need, such as a recovery schedule or more resources, and a date to respond by.
6. Note that you reserve your rights under the contract.
7. Sign the letter, send it as the contract’s notice clause requires and keep a copy on file.

Tips

• Keep the tone factual and professional. Stick to dates, quantities and contract terms.
• Send the notice early. Waiting until the delay is large leaves less room to recover.
• Follow up at the next coordination meeting and record the response in the minutes.
• Log every notice so you have a clear history if the problem continues.

Related templates and guides

• Construction Delay Notice Letter
• Notice To Comply Form
• Subcontractors Manpower Tracking Log
• Three Week Look Ahead Schedule Template
• Correspondence Tracker Template

Frequently asked questions

How do I write a letter to a contractor for slow progress of work?

Identify the project and contract, state which work is behind and by how much, and support it with facts from the schedule and site records. Then ask for a specific action, such as a recovery schedule or more crew, by a set date. Keep it short, factual and professional.

What should a slow progress notice include?

It should include the date, the parties, the contract reference, the activities that are behind, the evidence, the contract requirement being missed, the action required and a response deadline. It should also be sent in the way the contract requires for formal notices.

What is a recovery schedule?

A recovery schedule is a revised plan from the contractor that shows how lost time will be made up, for example by adding crews, working extra shifts or changing the sequence. It is often requested in a slow progress letter.

What happens if the contractor ignores the notice?

The next steps depend on the contract. They may include further written notices, a notice to cure, withholding payment where allowed, or supplementing the contractor’s forces. Follow the contract procedure carefully and get advice before taking serious action.

Is this the same as a construction delay notice?

No. A delay notice is usually sent by a contractor to the owner to report a delay and protect its right to more time. This letter goes the other way: it warns a contractor or subcontractor that its own progress is too slow.