Sample explanation letter for project delay


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  • Types of Schedule Delays in Construction Projects
  • Assignment Point - Solution for Best Assignment Paper

    Due to [reason for delay], the [project name] has been delayed by [insert length of delay]. Our new estimated deadline phase of works, practical completion date etc. We are confident that once this delay has been solved and properly analysed, we will be able to complete the project quickly and efficiently. We appreciate your flexibility and understanding as we tackle this unforeseen issue.

    Thank you. Please contact me if you have any questions about the delay, the new schedule or anything else. Sincerely, Authorised Person The smarter way to manage project delay communications with clients While simply writing and email project delay letters to clients has worked in the past, it isn't the most organised or streamlined way to manage these communications - especially at scale. In fact, the smarter way to manage your project delay letters to clients and communication with clients in general is in the same way that you capture and share other project information - via proper documents.

    An example of this is below, in the form of an extension of time approval or EOT. You'll see how much more comprehensive and professional this 'letter' to the client is, featuring designated sections for delay details, new date for practical completion, and digital signoffs for the client. When a project delay letter like this is issued, the client can simply sign off on the delay in a digital format, and the contractor can continue getting on with the project.

    Improving communication here can really impact the length of the delays by improving the speed of information as well as the quality of information - giving the client more information for making quicker and better decisions. In addition, it may also be worth completing and sharing a delay analysis report , which shows the client that the project parties are being proactive in reducing the chances of avoidable or repeat delays.

    In addition to streamlining project delay letters, a system like Dashpivot can do the same for all of your project forms and information. You can digitise and simplify site information capture through site diaries and daily progress reports all captured with a daily reporting app , as well as streamline financial, safety, environmental and quality tasks like punch lists.

    Imaging being able to consolidate your currently time-consuming processes which are fragmented across letters, email, word docs, PDFs etc. Good project management starts with good planning, good communication and ongoing progress tracking and course-correcting. You can get this all done with a tool like Dashpivot - or at least professionalise and improve your project delay letters to your clients.

    How do I write a delay letter for a project?

    The [Insert reason for delay] means that [X project] has fallen behind schedule by approximately [X]. However, you might experience some inconvenience during this period, and we ask for your understanding in this regard.

    If you have any questions regarding this letter, please call the [X] on [X] or email us at [X]. I hope this provides you with sufficient information. Signed by, Authorised Person While a sample letter similar to the above letter does work, letters come with some obvious downsides for delay management which include increased ambiguity, slower communication and response times, letters get lost or forgotten, and only one person can complete and edit a letter at a single time.

    The weakness of of these letters have been overcome and rectified by designated delay, variation and change order software - which streamlines and improves how your company can manage delays and other project changes - which mitigates delays and saves you time and money - your most valuable resources.

    The better way to communicate project completion delays Project management is all about managing moving pieces efficiently, and the trickiest moving pieces to manage are delays, changes and variations. These project curveballs require more collaboration than many other project activities, and can benefit massively from a reliable process which all parties can lean on.

    Because of their importance to project management, project management softwares like this can now streamline and automate large parts of the delay process which used to take you and your teams and external parties many hours and countless headaches. While you may be interested in some of these features and solutions, you can actually improve your project delay process through simply digitising the format of your letter for delay in project completion.

    Inside of the software, you can create a standardised project completion delay template using a drag-and-drop form builder or choose from our free library , which you can use every time you complete a new delay form. The form is formatted just like your site and process forms and documents, so everyone can easily digest the information and then share it around. Because delays in project completion and approval based or signed off, you can also setup automated workflows for these delays.

    Once a 'letter for delay in project completion' is complete by you and signed off, it will be automatically sent to the other party who gets a notification to sign it off.

    Instead of sending a letter via mail or email and waiting for a reply, you can move delay letters instantly - and ensure they don't get missed or forgotten with automatic notifications. Another positive outcome for your delay management is that all of these forms and records remain stored securely in one place. Rather than have a bunch of letters floating around, or have to search through folder structures to find what you're looking for, you can easily search and access any letter for delay in project completion in a single place.

    Preview the full example Managing project completion and any project delays is a constant work in progress, but the best way to avoid and mitigate project delays - as well as to create positive stakeholder relations through collaboration is to focus on your delay processes and communication. Use this template as your 'letter' for delays in project completion for free.

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    However, the principal party may also write notification letters based on the interim evaluation reports or other information that they may have. Our coordinator visited the site last week for monitoring and evaluation purposes.

    The project was supposed to enter the 6th stage as per the agreed timeline; however, it seems that the 5th stage which should have ended last week will require an additional month. Advertisement You are requested to provide a written explanation for the causes of construction delay within 3 days. Due to the late release of funds, building material could not be purchased last month.

    It is expected that the construction team will be able to complete stage 5 by the end of next week. The project design requires revisiting some aspects and modifications to give the structure strength. A team of engineers has been formed that is working on the project design and is expected to report back in 3 weeks. We also request you for a meeting so that the issues can be discussed in detail. Should you have any queries feel free to write to us.

    Types of Schedule Delays in Construction Projects

    Regards, 4- Project on hold letter To: From: Subject: Project on hold This is to inform you that project [enter id or name] has recently come under some legal complications. However, you might experience some inconvenience during this period, and we ask for your understanding in this regard. If you have any questions regarding this letter, please call the [X] on [X] or email us at [X].

    I hope this provides you with sufficient information. Signed by, Authorised Person While a sample letter similar to the above letter does work, letters come with some obvious downsides for delay management which include increased ambiguity, slower communication and response times, letters get lost or forgotten, and only one person can complete and edit a letter at a single time.

    The weakness of of these letters have been overcome and rectified by designated delay, variation and change order software - which streamlines and improves how your company can manage delays and other project changes - which mitigates delays and saves you time and money - your most valuable resources. The better way to communicate project completion delays Project management is all about managing moving pieces efficiently, and the trickiest moving pieces to manage are delays, changes and variations.

    These project curveballs require more collaboration than many other project activities, and can benefit massively from a reliable process which all parties can lean on.

    Because of their importance to project management, project management softwares like this can now streamline and automate large parts of the delay process which used to take you and your teams and external parties many hours and countless headaches. While you may be interested in some of these features and solutions, you can actually improve your project delay process through simply digitising the format of your letter for delay in project completion.


    thoughts on “Sample explanation letter for project delay

    1. It is a pity, that now I can not express - I hurry up on job. But I will be released - I will necessarily write that I think on this question.

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