Cian BrennanFounder, Quantum Contract Solutions · Founder

How to write contractual letters for construction projects

Name: How to write contractual letters for construction projects
Uploaded: 2022-10-03T01:33:57+00:00
Duration: 50 s
Channel: Cian Brennan
Description: In this instructional segment, the presenter explains how to draft contractual notices and letters for construction projects. The core advice is to…

3 Oct 2022 · 1 min

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In this instructional segment, the presenter explains how to draft contractual notices and letters for construction projects. The core advice is to eliminate any first‑person language (I, we) and instead write from a company‑to‑company perspective, focusing solely on factual, contract‑relevant information. The tone must be completely emotionless, avoiding storytelling or personal feelings. The purpose of this style is to ensure that, if the correspondence later reaches an adjudicator, arbitrator, or court, the document clearly presents the facts and supports the writer’s position. By framing the letter for future legal review rather than the immediate recipient, the writer gains greater traction and a higher chance of a favorable ruling.

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Do you have to write letters or contractual notices in your construction project? If you do, make sure that you leave out all the I's, we's, anything that relates to a singular person. You should always talk in this company versus this company, always talking in facts. The whole thing should be completely emotionless. Don't tell any sort of story, don't put any sort of feelings into it. Make it all factual and make sure it all relates to the contract. You'll get much more traction when you do that. And then really, when we're writing these letters, the whole purpose of writing this letter is that someone down the line, maybe an adjudicator, an arbitrator, maybe it goes to court, whatever it is, looks at it and can clearly see the facts. And that's really who we're talking to. Even though we're sending a letter to our opposing guy, really who we should be positioning it for is if it goes really bad, that someone reading it in the future can tell really clearly what's happened and hopefully rule in your favor.