Which documents and records should be used while preparing a claim?

Accurate records and proper documentation is crucial for the effective claim. 

Establishing the grounds of any claim is not possible, without;

➤  complete

➤  well organized

➤  accurate

➤  available

➤  accessible

records.

Additionally, proving the claim will be more;

➤ difficult

➤ costly

➤ time consuming

in case of a disorganized documentation system.

On the other hand, proper documentation will bring;

➤ well substantiated

➤ robust

➤ effective

claims.

But, which documents and records should be used to achieve that?

Here are the mostly used ones, review them and prepare the functional claim;

1   Tender Documents

1.1  Employer related Tender Documents

➤ Tender Submissions

➤ Tender Evaluations

1.2  Contractor related Tender Documents

➤ Records related with the formation of the tender price

➤ The assumptions regarding the formation of the tender price

2   Contract Documents

➤ The Contract Agreement

➤ The Letter of Acceptance

➤ The Letter of Tender

➤ The Particular Conditions

➤ The General Conditions

➤ Specifications

➤ Drawings

➤ Bill of Quantities

➤ Any other documents forming the part of the Contract

3   Contract Records

➤ Minutes of Meeting

➤ Purchase Orders and Invoices

➤ Site Diaries

➤ Site Measurement Records

➤ Photographs and Videos

➤ Financial Statements

➤ Payment Records

4 Correspondance

➤ Notices

➤ Letters

➤ RFIs

➤ Instructions

➤ E-mails

5   Cost Records

5.1  Direct Costs

➤ Labour

➤ Equipment

➤ Materials

5.2  Indirect Costs

➤ On-site overheads

➤ Head Office Overheads

This information is provided for your convenience and does not constitute any “Legal Advice”. This document is prepared for the general information of the interested persons. This should not be acted upon in any specific situation without appropriate legal advice.

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