What is the Extension of Time (EOT)?
Extension of Time (EOT): It’s an additional time added to the original contract duration, Extension of time claim usually submitted by the contractor to request an additional time due to clients’ changes.
Extension of time requests are normally claimed due to the following circumstances:
- Client Change Order requests for Additional Work not included in the original contract.
- Unknown conditions at the time of contract signing that affect the time for delivery of the contracted works.
- Force Majeure like revolution or earthquake.
The Contractor must demonstrate that the delays have occurred & impacted the construction schedule affecting the project completion date. That is the delay occurred or impacted the project Critical Path.
The Process to Request an Extension of Time
When requesting an extension of time, certain steps must be followed to ensure the extension of time claim is approved. In a typical process, the contractor notifies the project manager that an issue might affect the project schedule. A formal letter is addressed to the contract administrator in the project requesting the extension of time and the reasons why those days should be added to the construction schedule.
The contract administrator then revises the letter to the project manager for evaluation & approval or rejection. If the extension of time is granted, the project manager must answer by written notice, and a change order must be issued. Some contracts specify that time extension requests must be completed within a specific time frame to avoid automatic rejection.
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 activities from the project schedule that are affected by the delay
- The exact amount of time being requested, specifying working days or calendar days
- Sketches, photographs, or other images illustrating the delay issues
- Recommendations were given to the contract administrator
- Description of actions the contractor has taken to avoid 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
An extension of time request letter should be concise & must reference the contract clause that allows the request & provide proof of the delay reasons and a proposed recovery plan. It should also include the damages (if any), the amount of calendar or working days being requested, and the activities that are impacted by the changes. Addition considerations when making the request may include:
- Calendar days should not be the same as working days.
- Insurances & bonds will need to be re-issued to cover extended periods.
- Winter days are shorter & typically less productive than summer days.
- Requested extensions should be sufficient to cover all delays, including additional items that might be affected.
- Additional time will not be granted for the same item once it has been approved.
- In the case of a delay continue, only one claim is necessary.
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 case, it is necessary to keep records of all documents, changes, emails, and scheduling that can justify your EOT claim request.
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)