The Deadline Diary
Risk mitigationFixed FeeFor Subcontractors, Main Contractors & Clients5 working days per batch of contracts
I re-derive your payment and notice deadlines from the executed subcontracts and their amendments.
The problem
Most payment deadlines that get missed were never in anyone's diary, or were in the diary on the standard form's dates, when the amendments had quietly moved them.
The solution
I take each of your live subcontracts and re-derive every payment and notice deadline from the executed documents and the amendments: application dates, payment notice windows, pay less notice deadlines, final dates for payment, and the notice windows for variations and claims, including NEC's eight-week clause 61.3 bar where it applies. You get the lot back as a populated register your team can run, with anything already tight flagged the day I find it.
What you receive
The service closes with a written report listing every deadline, its basis, and anything that needs an immediate decision.
The Handover Pack accompanies the work with its dates and sources, likely outcomes and responses, scope boundaries and ready-to-send correspondence where needed.
Turnaround: five working days per batch of contracts.
The working days start when the agreed scope and required inputs are available. Optional items do not hold the start unless the agreed scope says otherwise.
How it works
You send the executed contracts and amendments
Each contract as executed with its schedule of amendments, plus where the cycle currently stands: the last application and what came back. Nothing else. The list below says exactly what to send.
- A
The executed contract and every amendment, for each contract in scope
EssentialWithout it: That contract's rows cannot be calculated, and it is left out of the diary
Where to find it: The order email or the job's commercial folder normally holds the signed copy; the amendments usually sit as a schedule bolted to it.
Why I need it: Every date in the diary is calculated from a clause, and the amendments are where the periods change
- B
The application dates actually in use on each contract
ImportantWithout it: That contract's row carries the calculated dates only, with no check against what you are actually doing, so a mismatch already running goes unflagged
Where to find it: There is no document for this: just say it in the email, the date you apply on and the date you expect payment, for each contract.
Why I need it: The comparison between the dates required and the dates in use is the product
Copies are fine. Send what you have and I'll tell you what's missing. Download the client request PDF or editable Word version to pass to whoever holds the files.
Executed wording only.
A contract's dates are only calculated from the executed document and its amendments; anything not held is excluded and named, never guessed.
- A
I re-derive every deadline from the documents
Application dates, payment and pay less notice windows, final dates for payment, and the notice windows for variations and claims, each read off the executed wording and the amendments, never the standard form.
I flag anything already tight the same day
Anything already inside a live window is flagged to you the same day I find it, before the register is finished.
Live dates never held back.
Any date already missed or about to fall due is raised with you the day it is found rather than saved for the finished register.
You receive the populated register
The populated Notice & Deadline Register, walked through on a short call, ready for your team to run.
I close with the written deadline report
Free Service Pack
A step-by-step Handbook, with the templates and working documents you need to carry out the work it covers yourself. You supply your own project information and records.
Follow the Handbook's scope and stopping points, and obtain independent advice where required. The pack is not project-specific advice or independent sign-off.
My products used
Tips that raise your odds of success
Questions I get asked often
A diary is only as good as the person watching it. For the watching done for you each cycle, see Notice & Deadline Tracking on the Quantity Surveying side.