What is the Extension of Time (EOT)?
Extension of Time (EOT): It is an extra time added to the initial contract length, an extension of time claims generally presented by the contractor to request an extra time due to modifications made by clients.
Extension of time requests are normally claimed due to the following circumstances:
- Client change order requests not included in the original contract for additional work.
- Unknown conditions at the time of signing the contract that affect the time for the contract works to be delivered.
- Force Majeure like revolution or earthquake.
The contractor must show that the delays have happened and have affected the schedule of works affecting the date of completion of the project. That is the delay or impact on the Critical Path of the project.
The Process to Request an Extension of Time
In order to ensure that the time claim is approved, certain measures must be followed when requesting an extension of time. The contractor notifies the project manager in a typical process that a problem may influence the schedule of the project. In the project, a formal letter is presented to the contract administrator asking for the extension of time and the reasons why the building schedule should include those days.
The contract manager then reviews the letter for assessment & approval or dismissal to the project manager. If the time limit is given, a written notice must be given to the project manager and a change order must be given. Some agreements indicate that applications for extensions of time must be finished within a particular timeframe in order to prevent automatic refusal.
Supporting Documents to Submit EOT Claim
Properly presented time extensions must contain specific supporting information:
- Notice of specific issue causing delays
- RFI, Material Submittal Log, Shop drawing log, Inspection Request
- List of project activities that are impacted by the delay
- The exact amount of time required, the working days or calendar days specified
- Sketches, photographs, or other images illustrating the delay issues
- Recommendations were given to the contract administrator
- Description of the actions taken by the contractor to prevent or minimize other delays
- Alternative solutions presented to the contract administrator
- Communications among the construction team relating to possible delays & problems related to a specific situation
- Baseline Schedule
- Method of Construction
- Schedules Updates
Additional Items to Consider During the Extension of Time Request
A time extension request letter should be concise and should refer to the contract clause allowing the application and providing evidence of the reasons for the delay and a suggested retrieval plan. It should also include the damages (if any), the amount of calendar or working days requested, and the activities affected by the changes. Additional factors may be included when making the request:
- Calendar days should be different from the working days.
- Insurances & bonds will need to be re-issued to cover extended periods.
- Winter days are shorter & typically less productive than summer days.
- Time extensions requested should be adequate to cover all delays, including extra items that may be impacted.
- Additional time will not be granted for the same item once it has been approved.
- In the event of a continued delay, only one claim is required.
Extension of Time “EOT” Claim Sample In Construction
Extension of Time EOT requests may be considered valid under different situations, but not all reasons for delays can be approved for an extension. In any event, all documents, modifications, emails, and schedules that can justify your application for an EOT claim must be kept records.
Extension of Time “EOT” Claim Template Example
Content Of EOT Claim Sample:
1.Executive Summary (For EOT Claim Example)
3.1 Contract Agreement
3.2 Conditions of Contract
3.3 Contractual Parties
3.4 Other Parties
3.5 Contractual Obligations
3.6 Time for Completion
3.7 Liquidated Damages
3.8 Entitlement to Extension of the Time for Completion
3.9 Contractor Claims (EOT Claim Example)
3.10 Notification of Delay Events
3.11 Programme for the Works
4.1 General (For EOT Claim Example)
4.2 Delays, Impediments or Acts of Prevention by the Employer
4.2.1 Late Procurement of Materials
5.Delay Analysis (For EOT Claim Example)