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interim claim

Preparation for Interim Claim

Review contract terms and conditions regarding interim claims.

Locate the contract document.
Identify sections related to interim claims.
Note any specific requirements or timelines.
Understand the obligations for submitting claims.

Collect all relevant documentation (contracts, change orders, correspondence).

Gather all contract documents.
Compile change orders and their approvals.
Organize correspondence related to the project.
Ensure all documents are dated and clearly labeled.

Identify the basis for the claim (e.g., delays, changes in scope).

Analyze project timelines for delays.
Review scope changes and their impacts.
Document reasons for the claim clearly.
Ensure alignment with contract provisions.

Confirm that the claim complies with the notice requirements.

Check notice period specified in the contract.
Ensure all required notifications were sent.
Verify acknowledgement of receipt from the owner.
Document compliance with notice requirements.

Documentation Gathering

Compile daily logs and progress reports.

Gather photographs of work progress and any issues.

Collect invoices and receipts for related expenses.

Document any communication with clients or subcontractors related to the claim.

Claim Calculation

Calculate the financial impact of delays or changes.

Include labor, materials, and overhead costs.

Prepare a clear breakdown of costs associated with the claim.

Ensure calculations are supported by documentation.

Drafting the Claim

Write a clear and concise claim letter.

Include a summary of the claim, supporting documents, and calculations.

Attach all relevant evidence (emails, reports, etc.).

Review the draft for clarity and compliance with contractual obligations.

Internal Review

Present the draft claim to project managers and senior management.

Obtain feedback and make necessary revisions.

Ensure all team members understand the claim and its implications.

Secure approval from necessary stakeholders.

Submission of Claim

Submit the claim to the client or relevant authority.

Ensure compliance with submission deadlines.

Keep a record of the submission date and method.

Confirm receipt of the claim by the recipient.

Follow-Up

Monitor the status of the claim after submission.

Be prepared to provide additional information if requested.

Maintain communication with the client regarding the claim's progress.

Document any responses or negotiations related to the claim.

Post-Claim Review

Conduct a lessons learned session with the team.

Identify areas for improvement in future claims.

Update processes and documentation practices based on feedback.

Ensure all lessons learned are documented for future reference.

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