A “Sample Letter To Contractor To Complete Work” is a formal way to ask your contractor to finish a job. Perhaps they left things unfinished. Maybe the quality isn’t up to par. This letter clearly outlines what you need them to do to honor your agreement. It’s commonly used when verbal requests haven’t worked.
We know writing formal letters can be a pain. That’s why we are here. We’ll provide easy-to-use templates. These samples will cover various situations.
Consider this your toolkit for clear communication. Get ready to find the perfect letter sample. Make that contractor get the job done right!
Sample Letter To Contractor To Complete Work
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Contractor’s Name]
[Contractor’s Company Name]
[Contractor’s Address]
Subject: Completion of Work at [Property Address]
Dear [Contractor’s Name],
This letter refers to the contract signed on [Date of Contract] for the work to be completed at [Property Address].
According to our records and the terms of the agreement, the agreed-upon work was scheduled to be finished by [Original Completion Date]. As of today, [Current Date], the work remains incomplete.
Specifically, the following items still need to be addressed: [List the incomplete items].
We request that you complete these remaining tasks by [New Completion Date]. We believe this provides a reasonable timeframe for you to finalize the project.
If the work is not completed by this date, we may need to consider alternative options to ensure the project’s completion. We would prefer to resolve this matter amicably and avoid any further delays.
Please contact me at your earliest convenience to discuss this matter and confirm your plan to complete the remaining work.
Sincerely,
[Your Name]
How to Write Sample Letter To Contractor To Complete Work
Subject Line: Clarity is Paramount
The subject line is your first impression. Don’t squander it. Be explicit and avoid ambiguity. Examples:
- Subject: Notice to Complete Outstanding Work – [Project Address]
- Subject: Demand for Completion – Contract [Contract Number] – [Project Address]
- Subject: Urgent: Completion of Work Required at [Project Address]
A well-crafted subject line ensures your letter doesn’t languish, unnoticed, in a cluttered inbox.
Salutation: Strike a Professional Tone
Commence with a formal salutation. Maintain decorum, even if exasperated.
- Dear Mr./Ms./Mx. [Contractor’s Last Name],
- Dear [Contracting Company Name],
Refrain from using first names unless you have a pre-existing, unequivocally informal relationship. Err on the side of formality.
Introduction: Set the Stage Succinctly
Immediately reference the contract and the specific work outstanding. A concise introduction provides context and prevents misinterpretation.
- “This letter pertains to the contract executed on [Date], regarding work at [Project Address].”
- “Referring to our agreement dated [Date], this communication addresses the unfinished tasks at [Project Address], specifically…”
Clearly identify the contract and project upfront.
Body Paragraph 1: Itemize Unfinished Tasks
Enumerate each incomplete task with meticulous detail. Ambiguity is the enemy; specificity is your ally.
- “The following items remain outstanding: 1) Installation of the kitchen backsplash, 2) Painting of the master bedroom, 3) Connection of the exterior lighting.”
- “Specifically, the contracted work not yet completed includes: a) Grouting in the bathrooms, b) Sealing of the hardwood floors, c) Final inspection of the electrical wiring.”
Provide photographic or video evidence, if available, and reference it within the letter.
Body Paragraph 2: Stipulate a Completion Deadline
Establish a definitive deadline for completion. Ensure this deadline is reasonable but firm.
- “We require completion of all outstanding work by [Date], failing which further action will be considered.”
- “Please complete the aforementioned tasks no later than [Date]. Non-compliance will necessitate exploring alternative remedies.”
Reference clauses within the contract that pertain to delays and non-performance.
Body Paragraph 3: Articulate Potential Ramifications
Clearly state the potential consequences of continued inaction. This is not a threat, but a forthright declaration of your rights under the contract. Be direct, but avoid inflammatory verbiage.
- “Failure to complete the work by the specified date may result in the withholding of payments, engagement of another contractor to complete the work, and potential legal action to recover associated costs.”
- “Please be advised that non-completion by [Date] will compel us to seek legal counsel and pursue all available remedies, including but not limited to, breach of contract damages.”
Consider mentioning liquidated damages, if applicable and specified in the contract.
Closing: Maintain Professionalism and Record Keeping
End with a professional closing and retain a copy of the letter for your records.
- “Sincerely,”
- “Respectfully,”
Followed by your name, address, phone number, and email address. Send the letter via certified mail with return receipt requested to ensure proof of delivery. Keep a copy for your records.
Frequently Asked Questions: Letter to Contractor to Complete Work
This section addresses common queries regarding letters sent to contractors concerning uncompleted or delayed work. It aims to provide clarity and guidance on effectively communicating your expectations and concerns.
What should I include in a letter to a contractor to complete work?
The letter should clearly state the original scope of work, the agreed-upon deadlines, the current status of incomplete work, and a specific deadline for completion. Include references to the contract and any relevant clauses.
How should I address the contractor in the letter?
Maintain a professional and formal tone. Address the contractor by their name and title, if known. Avoid accusatory language and focus on resolving the outstanding issues.
What if the contractor doesn’t respond to the letter?
If there’s no response within a reasonable timeframe, consider sending a follow-up letter via certified mail with return receipt requested. Consult with legal counsel to understand your options based on the contract terms.
Should I mention potential legal action in the letter?
Mentioning legal action is a serious step and should be considered carefully. It is generally advisable to consult with legal counsel before including such statements in the letter, as it could escalate the situation.
What if the contractor requests more money to complete the work?
Review the original contract to determine if the request is justified based on unforeseen circumstances or changes to the scope of work. Consult with legal counsel before agreeing to any additional payments.
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