Delay Claim Letter Skill
Delay claims are won and lost on two things: whether notice went out inside the contractual window, and whether the delay can be tied to the critical path with contemporaneous records. This skill drafts the letter that does both — notice-clause citation up front, cause classified on the excusable/compensable matrix, impact told against the schedule rather than the calendar, and quantum reserved rather than guessed. It also tells the team what records to start preserving today.
What This Skill Produces
- A delay notice or claim letter ready for letterhead and counsel review
- Cause classification on the excusable/compensable matrix, driving what's requested (time, money, or both)
- Critical-path impact narrative — affected activities, dates, and knock-on logic
- Quantum placeholder with reservation of rights (never a premature number)
- A records-preservation checklist for the project team
Required Inputs
Ask for what's missing; from a thin brief, draft with gaps marked [confirm] and state that the notice clause citation must be verified before sending:
- The delay event — what happened, when it started, whether it's ongoing
- Contract notice provisions — clause number, days allowed, required form/recipient (the single most important input)
- Who caused it / what class of event — owner action, design issue, weather, third party, force majeure
- Schedule facts — affected activities, whether they're on the critical path, current data date and completion forecast
- Recipient and contractual relationship (owner, GC, CM) and any notices already given
Classification Framework
Classify the cause before writing a word of the letter — it determines what you're entitled to ask for:
| Cause |
Excusable? |
Compensable? |
You request |
| Owner-directed changes, late drawings/decisions, denied access, owner-furnished items late |
Yes |
Yes |
Time and cost |
| Differing site conditions (where the clause grants it) |
Yes |
Usually yes |
Time and cost |
| Abnormal weather (beyond baseline), force majeure, strikes, pandemics |
Yes |
No (typically) |
Time only |
| Contractor-caused (own crews, subs, suppliers, means & methods) |
No |
No |
Nothing — mitigate, don't notice |
| Concurrent delay (owner and contractor causes overlap) |
Often time, not money |
Contested |
Time; expect a fight on cost |
If causes are concurrent or unclear, say so honestly in the analysis (not the letter), classify conservatively, and reserve rights broadly. Misclassifying a weather delay as compensable costs credibility on every later claim.
Critical-path discipline. A delay only extends the completion date if it consumes float and hits the critical path. The narrative must name the impacted activities, their float status, and the logic to completion — "we lost 10 days on Level 3 rough-in" means nothing without showing rough-in drives the milestone. If a schedule fragnet/TIA will follow, say the detailed analysis is forthcoming.
Quantum. In a notice, never commit to a number. State that time and cost impacts are being quantified, give an order-of-magnitude only if the contract requires it (labelled preliminary), and reserve rights to supplement — including for disruption, acceleration, and extended general conditions.
Output Format
[Letterhead] — Re: Notice of Delay — [Project, Contract No.]
1. Notice statement — "Pursuant to §[x] of the Contract, [Contractor] hereby provides notice…" with the event and discovery date. Sent inside the window, or addressing timeliness head-on if not. 2. Description of the delay event — facts, dates, documents (RFI/ASI/correspondence numbers). No adjectives, no blame theatrics. 3. Impact on the critical path — affected activities, current vs. forecast dates, ongoing/complete status. 4. Classification & relief requested — excusable/compensable position; time extension of [X days / to be determined] and cost reimbursement where compensable. 5. Mitigation — steps being taken to reduce impact (this is both an obligation and credibility). 6. Reservation of rights — to supplement quantum, claim cumulative impact and acceleration, and rely on the ongoing schedule analysis. 7. Records note (internal, attached separately) — preserve daily reports, schedule updates and native files, photos, manpower counts, correspondence, cost codes for the affected work. Include the line: "This draft is not legal advice — route through your contracts counsel before sending."
Quality Checks
Anti-Patterns
