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Put the call in writing straight after

Send a two-line email straight after the call: "As discussed, you've received the application and need nothing further", or "you've asked for X, which follows". The call helps you; the email records it.

Updated: . By Jack Butler-Kettle, Construction Claims Consultant.

Why it matters

A helpful call leaves nothing behind. The assessor tells you on the phone that everything has arrived and nothing more is needed. Then their Payment Notice cuts the application for lack of back-up. They will not remember what they said, and you cannot prove it. A two line email sent straight after the call puts what was said in writing for both sides. It also gives them the chance to correct it if you have misunderstood. If they read it and say nothing, the record stands. It is the cheapest evidence you will ever create, and it costs the goodwill of the call nothing.

How to do it

  1. Email the person you spoke to within an hour of the call, summing up what was said in two or three lines.
  2. State plainly what they confirmed: the application was received, nothing further is needed, or what they asked for and when it follows.
  3. Copy the email to the same recipients the application went to.
  4. File the email in the cycle folder beside the note of the call.

Example

Illustrative example. The scenario and figures are invented.

The facts

A plastering subcontractor's QS phones the main contractor's assessor the day after sending application four, for £48,000. The assessor confirms it has arrived, that the measure is clear and that nothing more is needed. The QS sends a short email straight afterwards.

What happens

  1. The email says: as discussed this morning, you have received application four and its back-up and need nothing further. It is copied to the named recipients.
  2. The assessor reads it and does not reply.
  3. A week later the Payment Notice certifies £39,000. It gives the reason as not enough back-up for the measured work.
  4. The QS replies with the confirmation email attached and asks the assessor to say what is missing.
  5. The assessor withdraws the reason, and the main contractor pays the £48,000 by the final date for payment.

The outcome

The £9,000 cut is reversed inside the cycle instead of becoming a dispute. The email records a confirmation the assessor gave and never denied.

To have this set up for you, see our Underpayment Prevention service.