What is Sample Letter For Additional Construction Work?
A sample letter for additional construction work is a formal document requesting or approving extra tasks beyond the original project scope. It outlines the changes, costs, and timelines, ensuring both the client and contractor agree before proceeding. These letters prevent misunderstandings and keep projects moving smoothly.
Why It Matters
Without proper documentation, disputes over costs, deadlines, or quality can derail a project. A well-written letter:
- Protects both parties legally
- Clarifies expectations
- Provides a paper trail for payments
How to Use or Apply Sample Letter For Additional Construction Work
Start by identifying the exact changes needed. Include:
- Project details: Original contract reference, location
- Scope changes: Specific additions or modifications
- Cost adjustments: Itemized new expenses
- Timeline impact: Revised deadlines if applicable
Send the letter via email with a read receipt or certified mail for proof of delivery.
Common Mistakes to Avoid
- Vague language: “Some extra work needed” won’t cut it—be precise.
- Missing deadlines: If the change affects the schedule, say so clearly.
- Ignoring signatures: Both parties should sign to confirm agreement.
5 Example Letters
1. Client-Requested Kitchen Expansion
[Your Company Name]
[Your Address]
[City, State, ZIP]
[Date]
Subject: Request for Additional Construction Work – Kitchen Expansion
Dear [Contractor’s Name],
We’d like to formally request an expansion of our kitchen remodeling project under Contract #2023-045. After reviewing the initial layout, we’ve decided to extend the counter space by 4 feet along the north wall and add custom cabinetry.
Please provide:
- Revised cost estimate (original budget: $25,000)
- Updated timeline (current completion date: March 15)
- Material options for the additional cabinetry
We understand this may require adjustments to both schedule and budget. Kindly respond by [Date] so we can approve changes promptly.
Sincerely,
[Your Name]
[Your Contact Information]
2. Contractor-Initiated Foundation Repair
[Contractor’s Company]
[Address]
[City, State, ZIP]
[Date]
Subject: Required Additional Work – Foundation Reinforcement
Dear [Client’s Name],
During excavation for your garage addition at [Property Address], we discovered unstable soil conditions requiring immediate foundation reinforcement. This was not visible during initial inspections.
Required Work:
– Soil stabilization injections ($3,200)
– Additional steel rebar in footings ($1,800)
– 3-day delay in schedule
Safety regulations require this work to proceed. Please sign and return this letter by [Date] to authorize the changes. Attached is the revised contract addendum.
Regards,
[Contractor’s Name]
[License Number]
3. Municipal-Mandated Sewer Line Upgrade
[Construction Firm Name]
[Address]
[Date]
Subject: Mandatory Additional Work – City Sewer Compliance
Dear [Client],
The city inspector has required an upgrade to your property’s sewer connection line (per Ordinance 2023-7) that was not included in our original bathroom renovation contract. The new 6″ PVC line must be installed before final inspection.
Changes:
– Materials: $850
– Labor: 8 hours at $95/hour
– Inspection rescheduling fee: $150
This work must be completed within 10 business days to avoid permit expiration. Please confirm approval via reply email.
Best,
[Project Manager]
[Firm Name]
4. Change Order for Eco-Friendly Materials
[Homeowner’s Name]
[Address]
[Date]
Subject: Authorization for Sustainable Material Upgrade
Dear [Builder’s Name],
Per our discussion on [Date], I’m authorizing the substitution of materials for my home’s exterior siding as follows:
Original: Vinyl siding ($4,200)
New: Recycled cedar composite ($6,300)
I approve the $2,100 cost difference and understand this will require ordering from a specialty supplier, adding 5 days to the project timeline. Per our contract Section 4.2, this change order supersedes the original materials clause.
Thank you,
[Your Signature]
[Your Name]
5. Emergency Roof Repair Addendum
[Property Management Co.]
[Address]
[Urgent: Please Respond Within 24 Hours]
Subject: Emergency Additional Work – Storm Damage Repair
Dear [Tenant/Owner],
During yesterday’s severe weather, wind uplift caused partial decking separation on Building C’s roof (discovered during routine post-storm inspection). Immediate repair is necessary to prevent interior water damage.
Emergency Scope:
– Replace 8 sheets of plywood decking
– Reseal 20’ of flashing
– Temporary waterproofing measures
Total: $2,475 (covered by insurance less $500 deductible). By replying “APPROVED” to this email, you authorize us to proceed with repairs starting [Date].
Time-sensitive—please respond promptly.
[Property Manager]
[Contact Phone]
Conclusion and Tips
Whether you’re a homeowner or contractor, clarity is everything. Always:
- Reference the original contract
- Use bullet points for scope changes
- State cost and time impacts clearly
For more templates, visit our sample letter library.
FAQs About Sample Letter For Additional Construction Work
Q: Can emails serve as official change orders?
A: Yes, if both parties clearly agree in writing, but physical signatures are preferable for large sums.
Q: Who should keep copies?
A: Both client and contractor—attach to the original contract.
Q: What if the other party doesn’t respond?
A: Follow up with a phone call, then certified mail. Never proceed without documented approval.
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