Documentation and Proof of Construction Delay

Association of Construction and Development
April 2, 2013 — 2,557 views  

Construction projects involve a substantial amount of money; this is why any impediment to the original construction schedule can result in heavy financial losses, which usually have to be borne by the construction company.

So, it is important to know about the cause of these delays and the effects it has on the construction management. It is also important to learn how you can document any delay in the project, as there is a probability that the matter can end up in legal proceedings.

Causes and Results of Construction Delays

There are many factors that cause delays in construction projects. Some of the main factors are; plan errors, labor strikes, contractor errors, archaeological finds, fluctuating site conditions, third parties, weather, utilities, and suspension of work.

Project completion delay, liquidated damages, acceleration, inefficiency due to schedule change, and increased costs are all effects of construction delays. These delays are bound to cause the project additional costs like, impacts costs, indirect costs, and direct costs.

Backing Delays with Documents

Construction company management must maintain thorough documentation in case there is any construction delay and the matter lands in court proceedings. The only way to justify your point is through detailed documentation. Let us look at some steps you can take to systematically document delays to construction.

First, you will need a filing system to organize the project-related documents. These records need to be complete and accurate. Construction company managers need to retain the purchase contract. The contract is very vital in order to document any delay in the construction.

Second, any communication regarding the delay must be recorded, including details of date and time of the conversation. In case of a construction schedule delay that is critical in nature, record detailed information of the ways in which the delay impacts labor costs and other tasks.

Third, the construction company should both take videos and photographs to document the progress of the project. Next, they should maintain detailed records of expenses and payroll. It is important to record these factors in cases where construction firms are required to defend their dealings in court.

You can also maintain a project diary in which you elaborate details of the project including the on-site conditions. You can let the site manager do this documentation job. Every detail like material deliveries, critical decisions, weather conditions, any new discoveries about unforeseen problems at the site, and anything else that affects the project must be documented in the diary.

Being organized and well prepared for any unanticipated situation is the best way to deal with construction delays.

Another thing you must ensure is that you update estimates and reports of the job costs. If the change in site demand causes any cost changes, this must also be reflected in the company records.

Last, keeping the information of the design specifications and the original bid can be very helpful in court proceedings. You can use this to prove that the original bid was undervalued and the increased costs were not due to the company’s fault.

Association of Construction and Development