Loss and expense claim template
Connect each additional cost to its event, period and records, then remove credits and amounts claimed elsewhere.
by Jack Butler-Kettle · About 3 min readShare
How to use it
Record the additional cost of each event separately. Explain why the event caused the cost and identify the clause relied on.
An extension of time does not itself establish financial entitlement. Confirm the compensable period and distinguish actual records from estimates or reconstructed information.
Loss and expense cost schedule
Link each cost to an event, compensable period and source. Quantity × rate less positive credits. Amounts exclude VAT.
Free blank template for your own project. The completed example is shown below. No email address required.
View the completed example
Completed fictional example
Loss and expense cost schedule
Scroll across if needed to read the whole record. A dash means no value has been entered.
| Item ref | Event / notice ref | Resource / affected period | Quantity | Unit | Cost per unit (£) | Gross cost (£) | Credits / overlap (£) | Net cost (£) | Source evidence | Causation / mitigation / assumptions |
|---|---|---|---|---|---|---|---|---|---|---|
| LE-01 | Late floor handover; N01 | Supervisor, affected four-week period | 4 | weeks | £1,050.00 | £4,200.00 | £0.00 | £4,200.00 | Payroll P1; allocation A1 | Additional attendance caused by delayed access; period separately supported |
| LE-02 | Late floor handover; N01 | Cabin and welfare hire | 4 | weeks | £400.00 | £1,600.00 | £0.00 | £1,600.00 | Hire invoices H1–H4 | Additional hire beyond planned release |
| LE-03 | Late floor handover; N01 | Additional labour working out of sequence | 240 | hours | £30.00 | £7,200.00 | £0.00 | £7,200.00 | Allocation sheets A2–A9 | Explain productivity impact and exclude unrelated inefficiency |
| LE-04 | Late floor handover; N01 | Director time attributable to event | 40 | hours | £60.00 | £2,400.00 | £900.00 | £1,500.00 | Diary D1; cost record C1; variation V4 | £900 director coordination cost already included in variation V4; remove overlap. |
Enter zero credits only after checking overlap. A time extension alone does not establish financial entitlement.
Understanding your results
Check each claimed cost against the event, affected period and source record. The calculated total does not establish contractual entitlement or causation. Remove duplication with variations or other recovery and keep unsupported amounts visibly separate.
How it works
- Name the event, notice and affected period. Keep the notice and proof of service with the supporting records.
- Enter a resource, quantity, unit and evidenced rate. Use invoices, payroll and allocation records that relate to the affected work.
- Enter credits as positive amounts, including costs already recovered through variations. Use zero only where you have checked that no credit applies.
- Explain the causal link, mitigation and any uncertainty. Check overlap between prolongation, disruption and overheads before adding the totals.
The fictional example includes £4,200 supervision, £1,600 welfare, £7,200 labour and £2,400 director time. Deducting a £900 overlap leaves £14,500.
Those figures illustrate arithmetic only. Each cost head still needs its own contractual and evidential support.
A Delay and disruption cost recovery can develop the valuation from the records and an appropriately established period.