The Extension of Time Letter is a critical document in project management and contract administration within the United States legal framework. It is typically used when unforeseen circumstances, delays, or changes in project scope necessitate an adjustment to the original project timeline. The document serves multiple purposes: it formally notifies the client of delays, establishes a record of the circumstances requiring the extension, and seeks official approval for the modified timeline. The letter must comply with both federal and state contract laws, particularly when dealing with government contracts. It should be drafted with careful attention to the specific requirements outlined in the original contract's time extension clauses and may need to align with specific state regulations regarding contract modifications. Common triggers for an Extension of Time Letter include weather delays, supply chain disruptions, changes in scope, labor disputes, or other force majeure events.
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1. Letter Header: Company letterhead, date, recipient's address, and reference numbers
2. Project Identification: Clear identification of the project, contract number, and original contract date
3. Extension Request Statement: Clear statement of the time extension being requested, including specific duration
4. Current Status: Brief description of current project status and original completion date
5. Justification: Detailed explanation of the reasons for the delay and necessity for extension
6. Impact Assessment: Brief description of how the delay affects the project timeline
7. New Completion Date: Clearly stated proposed new completion date
8. Closing Request: Formal request for approval and signature block
1. Cost Impact Statement: Include when the time extension has associated cost implications
2. Risk Mitigation Plan: Include when there are specific measures proposed to prevent further delays
3. Contractor's Declaration: Include when formal declaration of truth and accuracy is required by contract
4. Third Party Impacts: Include when extension affects other contractors or stakeholders
5. Legal Reservation: Include when needing to reserve rights for future claims
1. Schedule A - Delay Analysis: Detailed analysis of the delay events and their impact on the project timeline
2. Schedule B - Updated Project Schedule: Revised project schedule showing the impact of the extension
3. Schedule C - Supporting Documentation: Relevant correspondence, weather records, or other evidence supporting the delay claim
4. Schedule D - Cost Impact Analysis: Detailed breakdown of any cost implications (if applicable)
5. Schedule E - Progress Photos: Visual evidence of project status and delay causes (if applicable)
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