Keeping records that explain a construction claim

Keep original records and connect them to the facts they support. Distinguish what happened, what the subcontract requires and what the figures show. Record uncertainty and contrary evidence as carefully as favourable material.

Use a chronology for events, a document index for sources, an issue list for disagreements and a calculation for amounts.

Give each event and document an identifier. A reader should be able to move from a sentence or figure to the record behind it.

The SCL Protocol emphasises transparent information and methodology for delay and disruption. The organising approach here is a practical suggestion, not a prescribed legal format.

Keep emails with attachments, dated drawing revisions, original photographs and exported project-system records. Retain metadata where possible.

Use working copies for highlighting and calculations. Do not silently edit originals or recreate old notes as if they were written contemporaneously.

If an explanation is written later, label its date and author. Distinguish recollection from a record made at the time.

An invoice may support expenditure without proving who caused it. A photograph may show a condition without establishing its date or contractual responsibility.

For each disputed issue, list supporting evidence, contrary evidence and missing information. Check quantities and dates against more than one source where available.

For calculations, show units, rates, quantities, assumptions and deductions. Link totals back to source records and check for duplicated costs.

Choose relevant documents and include an index. Use searchable files, clear names and readable scans instead of sending an unexplained archive.

Keep access controlled and avoid sharing unrelated personal information. Ask about legal privilege before circulating communications with legal advisers.

Procedural disclosure and confidentiality rules depend on the forum and jurisdiction. Check the directions that apply to your dispute.