Title Page

  • Building Consultancy reference number

  • Client Name

  • Site Address
  • Meeting date

  • Prepared by

Report

  • Add an up to date photo of front elevation

People present:

  • Add attendees to the meeting including company, role and telephone number.

  • Add attendee

  • Attendee
  • Name

  • Company

  • Role

  • Telephone number

  • Email

Project/Contract Details:

  • Form of Contract:

  • Enter type of Contract

  • Net Contract Sum (£):

  • VAT

  • VAT Rate (%)

  • Enter reasons why

  • Proposed Start date

  • Contract Duration (weeks)

  • Proposed Completion Date

  • Is Alternative accommodation applicable

  • Loss Adjuster to confirm critical dates in relation to alternative accommodation including the end date and any notice required to extend alternative accommodation if required.

  • Is a retention applicable to the contract

  • Pre Practical Completion- 95%
    Post Practical Completion - 97.5%

  • No retention will be held on this contract

  • Rectification Period

  • State amended rectification period and reason for change:

  • Are Liquidated Damages Required

  • Enter amount per week (£)

  • Enter detailed reason why no liquidated damages are required

  • We Confirm the following was fully explained at the meeting:

  • Was the contract signed on site by all parties

  • Enter reason why Contract not signed on site or N/A

  • A signed & dated version of the contract will be forwarded to you under separate cover

  • Was the contractor Payment mandate signed on site by all parties

  • Enter reason why Contractor Payment mandate not signed on site or N/A

Contract Instructions

  • All additions, omissions and variations to the contract must be pre-agreed in writing by the Contract Administrator prior to these works being undertaken.

    Any variations carried out by the Contractor without the written instructions of the Contract Administrator are done at the Contractors own risk.

  • Provisional Sums or provisional items/quantities are included at the discretion of the Contract Administrator. The final cost of all Provisional Sum and the extent of any provisional item/quantity must be pre-agreed by the Contractor with the Contract Administrator before any work is undertaken as these may be omitted, varied or included by the Contract Administrator at his/her total discretion. While these are included within the contract sum they can and may be omitted in full from the contract depending on the needs of the contract as decided at the total discretion of the Contract Administrator.

Contract Insurances, snagging and handover

  • The following was explained at the meeting:

Scheduled Valuation Dates

  • Will a 70% advance payment be recommended as part of the contract?

  • Please be aware that there will be a request for an advanced payment of 70% of the contract sum to Oriel when the contractor starts on site. However, Oriel guarantee fulfilment of the repairs should any issues occur with the contractor working on site.

  • Add proposed valuation date

  • Valuation
  • Date

  • Proposed date for final inspection

Drying

  • Is the property dry?

  • Enter full detail:

  • What are the timescales for the drying to be completed

  • Is there a signed dry certificate

  • Confirm conditions/caveats on the certificate that all parties need to be aware of:

  • Obtain dry certificate and review conditions / caveats

Statutory Regulations

  • The following Statutory regulations are applicable for this project. Insert details beneath for each requirement

  • Enter full details here:

Site Access & Welfare Arrangements

  • Is there a key safe?

  • Enter location and key safe number:

  • Has the Contractor got keys to access the property?

  • Enter details of how and when the Contractor will obtain keys:

  • Enter further details of specific access arrangements or conditions:

  • Enter full details of debris removal, location of skips (if applicable) and any special requirements for site deliveries:

  • Can The Contractor use the Client/Insured's power and water within reason

  • Surveyor to ensure meter readings are taken and recorded in the Services Readings section below

  • Insert full details of how power and water is to be made available on site:

  • Confirm Contractor can use Client/Insured's on site WC facilities

  • Insert location of WC to be used and any special circumstances/requirements:

  • Insert details & location of portable welfare facilities to be made available by the Contractor:

  • Confirm Client/Insured should only visit site by prior agreement and when Contractor is on site

Services Readings

  • The following services are present on site. Include meter readings (take photo of meter reading for records)

  • Electricty

  • Add meter reading:

  • Take photo of meter reading for records

  • Add further information here:

  • Gas

  • Add meter reading:

  • Take photo of meter reading for records

  • Add further information here:

  • Water

  • Add meter reading:

  • Take photo of meter reading for records

  • Add further information here:

  • Other

  • Add details:

  • Add meter reading:

  • Take photo of meter reading for records

  • N/A

  • Add details:

General Protections

  • Add full details of general protections required:

Working Hours and Site Security

  • Add proposed daily Start time:

  • Add proposed daily finish time:

  • Will weekend working be required?

  • Add full details here:

Health & Safety / CDM Regulations

  • CDM 2015 is applicable to all Construction Projects

  • Do the Health & Safety Executive (HSE) need to be formally notified of the project (F10)

  • Surveyor is to ensure that the F10 form is issued to the HSE immediately, this needs to be updated with the contractor details.

  • Has the Health & Safety Information For Contractor Form been Issued by the Surveyor To the Contractor?

  • Has the Construction Phase Plan been received from the Contractor?

  • Has the Evaluation From been issued by the Surveyor?

  • Project is clear to start from a Health & Safety point of view

  • Surveyor to review Construction Phase Plan & issue Evaluation Form before works start on site

  • Contractor to submit Construction Phase Plan immediately for Surveyor review.

    Non submission of the required Health & Safety information will delay the start of the project.

  • Surveyor to issue Health & Safety Information For Contractor Form immediately.

    Non submission of the required Health & Safety information will delay the start of the project.

  • Are there indications that Asbestos Containing Materials (ACMs) are present at the property?

  • Add full details here:

  • Has a Refurbishment & Demolition Survey been instructed?

  • Add full details here:

Schedule of Works

  • Specialist testing required?

  • The contractor is to undertake a full test on the electrical system and provide a report detailing present condition, recommended works and costs. This should include whether the work is a recommendation or a requirement and the cause of failure.

  • The contractor is to undertake a full test on the mechanical/heating system and provide a report detailing present condition, recommended works and costs. This should include whether the work is a recommendation or a requirement and the cause of failure.

  • Insert full details here:

  • All specialist reports along with recommendations and costs should be undertaken within (but preferably before) the first week on site and be forwarded to the Contract Administrator immediately.

    No further work should be undertaken without the express written authority of the Contract Administrator. Any works undertaken without this authority will be at the contractors own risk.

  • Review Schedule of Works and note all agreed amendments and clarifications:

  • All variations, amendments and clarifications to be confirmed via a formal Contract Instruction.

Any Other Business

  • Further notes for any other business:

Signatory

  • Add signature

The templates available in our Public Library have been created by our customers and employees to help get you started using SafetyCulture's solutions. The templates are intended to be used as hypothetical examples only and should not be used as a substitute for professional advice. You should seek your own professional advice to determine if the use of a template is permissible in your workplace or jurisdiction. You should independently determine whether the template is suitable for your circumstances.