Construction Project Completion Letter Sample
A Construction Project Completion Letter Sample is a formal document that confirms a construction project has been successfully finished according to the agreed-upon plans and specifications. Think of it like a “mission accomplished” note for a building project. This essay will break down what goes into this important letter and provide examples to help you understand how to create one.
Why a Completion Letter Matters
A construction project completion letter isn’t just a formality; it’s a crucial document that protects everyone involved. Its primary importance lies in officially acknowledging the completion of the work and triggering important next steps like final payments and the start of warranties.
Think of it this way: imagine building a treehouse with a friend. You both agree on a design, and you work hard to bring it to life. Once it’s done, you’d want to shake hands and say, “Okay, we’re finished!” The completion letter is like that handshake, but on paper. It makes things clear and official. Here are some key reasons why these letters are important:
- It signals the end of the contractor’s responsibilities.
- It starts the clock for warranty periods.
- It triggers the final payment from the client.
The completion letter should include specific details like the project name, address, completion date, and a brief description of the work completed. It can also include a statement confirming that all work was performed according to the contract and any change orders. A well-written letter helps avoid disputes and ensures a smooth transition from construction to occupancy. Imagine having a checklist like this attached:
| Item |
Completed? |
| Roof Installation |
Yes |
| Electrical Wiring |
Yes |
| Plumbing |
Yes |
Example 1: Standard Project Completion
[Date]
[Client Name]
[Client Address]
Subject: Project Completion – [Project Name] at [Project Address]
Dear [Client Name],
This letter serves as formal notification that the construction project at [Project Address], known as [Project Name], has been completed as per the contract dated [Date of Contract]. The completion date is officially [Date of Completion].
All work, including [mention key aspects of the project, e.g., foundation, framing, roofing, electrical, plumbing], has been performed in accordance with the approved plans and specifications. We are confident that the project meets all required standards and is ready for your use.
We appreciate the opportunity to have worked with you on this project. Please do not hesitate to contact us if you have any questions or require further information. We are available to conduct a final walkthrough at your convenience.
Sincerely,
[Your Name]
[Your Company Name]
[Your Contact Information]
Example 2: Completion with Minor Issues (Punch List)
[Date]
[Client Name]
[Client Address]
Subject: Project Completion – [Project Name] at [Project Address] (Pending Punch List Items)
Dear [Client Name],
This letter confirms that the construction project at [Project Address], known as [Project Name], is substantially complete as of [Date of Completion]. This means that the core elements of the project are finished and functional, allowing for occupancy and intended use.
However, a few minor items, as outlined in the attached punch list, remain to be addressed. These items [briefly describe the type of issues, e.g., touch-up painting, minor adjustments to fixtures] do not affect the usability or safety of the building. We are committed to completing these items promptly.
We propose to complete the punch list items by [Date]. We will coordinate with you to schedule a convenient time for our team to access the property and complete the work.
We appreciate your understanding and cooperation. We are proud of the work we have accomplished and look forward to resolving the remaining items quickly.
Sincerely,
[Your Name]
[Your Company Name]
[Your Contact Information]
Example 3: Completion of a Specific Phase
[Date]
[Client Name]
[Client Address]
Subject: Completion of Phase 1 – [Project Name] at [Project Address]
Dear [Client Name],
This letter confirms the completion of Phase 1 of the construction project at [Project Address], known as [Project Name]. This phase, as defined in our contract, includes [specifically describe what Phase 1 covered, e.g., site preparation, foundation work, underground utilities].
The work for Phase 1 was completed on [Date of Completion]. All work has been inspected and conforms to the approved plans and specifications. We are now prepared to move forward with Phase 2.
Please let us know if you have any questions or require any further documentation related to the completion of Phase 1. We are ready to begin planning for the next phase and look forward to continuing our successful partnership.
Sincerely,
[Your Name]
[Your Company Name]
[Your Contact Information]
Example 4: Completion Acknowledging Change Orders
[Date]
[Client Name]
[Client Address]
Subject: Project Completion – [Project Name] at [Project Address] (Including Approved Change Orders)
Dear [Client Name],
This letter serves as formal notification that the construction project at [Project Address], known as [Project Name], has been completed as per the original contract dated [Date of Contract], and including all approved change orders. The completion date is officially [Date of Completion].
The following change orders were incorporated into the project and completed as agreed upon: [List Change Order Numbers and a Brief Description - e.g., Change Order #1: Additional electrical outlets in the kitchen; Change Order #2: Upgrade to premium flooring in the living room].
All work, including the additions and modifications outlined in the change orders, has been performed in accordance with the approved plans and specifications. We are confident that the project meets all required standards and is ready for your use.
We appreciate the opportunity to have worked with you on this project. Please do not hesitate to contact us if you have any questions or require further information. We are available to conduct a final walkthrough at your convenience.
Sincerely,
[Your Name]
[Your Company Name]
[Your Contact Information]
Example 5: Completion with a Warranty Reminder
[Date]
[Client Name]
[Client Address]
Subject: Project Completion – [Project Name] at [Project Address] and Warranty Information
Dear [Client Name],
This letter confirms that the construction project at [Project Address], known as [Project Name], has been successfully completed as of [Date of Completion]. We are pleased to have delivered this project to you.
This letter also serves as a reminder regarding the warranty coverage for the project. The warranty period for [mention specific elements, e.g., workmanship, materials, appliances] is [Duration, e.g., one year] from the date of completion. Please refer to the attached warranty documentation for complete details regarding coverage, exclusions, and claim procedures.
We encourage you to retain this completion letter and the warranty documentation for your records. Should you have any questions or require any assistance with warranty-related matters, please do not hesitate to contact us.
We appreciate your business and hope you enjoy your newly completed project.
Sincerely,
[Your Name]
[Your Company Name]
[Your Contact Information]
Example 6: Completion and Request for Final Payment
[Date]
[Client Name]
[Client Address]
Subject: Project Completion – [Project Name] at [Project Address] and Request for Final Payment
Dear [Client Name],
This letter confirms the successful completion of the construction project at [Project Address], known as [Project Name], as of [Date of Completion]. We are proud to have completed this project according to the agreed-upon specifications.
With the completion of the project, we are now requesting the final payment of [Amount] as per the terms of our contract. An invoice for this amount is attached to this letter.
We would appreciate it if you could process this payment within [Number] days. Please let us know if you have any questions regarding the invoice or require any further documentation.
Thank you for your business. We look forward to working with you again in the future.
Sincerely,
[Your Name]
[Your Company Name]
[Your Contact Information]
In conclusion, a Construction Project Completion Letter Sample is a vital document for formally closing out a construction project. It protects the interests of both the contractor and the client by clearly stating the completion date, outlining any remaining issues, and triggering important next steps like final payments and warranty periods. By understanding the key components and using the provided examples, you can ensure a smooth and professional project closeout.
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