1. Correspondence file containing all correspondence relating to a specific claim, including letters and/or minutes to and from the Employer and subcontractors.
2. Meeting minutes and internal minutes concerning the claim should be maintained in order to document attempts to resolve matters with the Employer and its representatives.
3. Plans and specifications, including all amendments, details, clarifications, and options of the owner concerning the plans and specifications.
4. Change/work order file showing all changes or work orders requested with regard to the particular aspect of the work that is the subject of the claim.
5. Schedules, including the as-planned and updates.
6. Site Photographs and videotapes, for both status of work in place and possibly evidence of the conditions leading up to the change.
7. Subcontractor and/or supplier files documenting all dealings between the contractor and the subcontractor concerning the area of the claim.
8. Miscellaneous evidence file containing all other evidence that could help support the claim, such as inspection reports, completion schedules, projections, flow charts, work progress, accident reports, photographs, etc.
9. Work cost records, which will be critical to showing the additional costs incurred.
If a contractor expects to seek additional compensation for an encountered condition, it should create an additional job cost register describing the extra work. Once the new cost category is created, the supervisor responsible for completing the daily report should assign all additional labor and equipment hours to the newly created cost register. Where an unforeseen condition creates additional work not included in the original contract, recording labor and equipment hours is quite easy.
The Professionels focuses on helping firms in maintaining documentation for regular activity and for construction claims. We understand the importance of finding the best option for each individual project. For more information on our approach to documentation please visit Professionels or call on +918885197533 for a Consultation.