Notice & Deadline Tracking
Risk mitigationOngoingFor Subcontractors, Main Contractors & ClientsBoth directions
I put every notice and deadline your contract carries into one tracked register, and flag each one to a named person while there is still time to act. Time bars do their damage quietly, which is why watching them is a job in its own right.
The problem
Construction contracts are full of clocks: notices of delay within so many days of the event, early warnings, applications by a date, responses within a period, insurance renewals, defects to make good. Amended contracts add more, and the amendments are usually where the shortest and most dangerous windows hide. Nobody reads the contract weekly to check what is ticking, and missed windows do not announce themselves: the entitlement dies on the day the window closes, but the loss surfaces months later at the account, when the only question left is why nobody sent a two-line notice while it still counted.
The solution
I read the contract once and build the register: every notice and dated obligation, the ones you must serve and the ones others must serve on you, each with its trigger, window, required form and recipient, amendments read hardest since that is where positions tighten. It serves whichever seat you sit in, then runs: every cycle I review it against the job, what fell due, served, approaching, at risk, and each flag goes to a named person saying what to send, to whom, by when, ahead of time. Events that should start a clock are raised as they appear.
What you receive
Nothing on the job dies of a missed date. The windows are all in one register, the flags land with time to act, the notices go out inside their periods, and every entitlement that depends on saying something in time stays alive. When anyone asks whether notice was given, the answer is a register entry with a date and a proof of sending, not a search through eight months of email.
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: two working days per cycle.
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 tell me which contracts need watching
One call on the jobs, the contracts and any windows already worrying you. The first conversation is free and commits you to nothing.
You send me the contracts and the story so far
The list below sets the register's opening position; anything already ticking gets flagged in the first pass.
- A
Every executed contract and its amendments
EssentialWithout it: There is no register at all: no date can be calculated without the contract it comes from
Where to find it: The job's commercial folder or the order email normally holds the signed copy.
Why I need it: Every date is derived from the contract, not from habit
- B
The list of live contracts
EssentialWithout it: The register can never be confirmed complete: a contract you forgot to mention simply never appears in it
Where to find it: Your own contracts list or project tracker, pulled together in one place, showing what is live today.
Why I need it: What is in scope for tracking
- C
The application dates actually being used
ImportantWithout it: You are not told where your team's practice already differs from the contract, which is the gap that catches people out
Where to find it: Whatever your team actually works to day to day: a written schedule if you keep one, or just tell me what happens in practice.
Why I need it: Dates used can differ from dates required, and that difference matters
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.
- A
I build the register from the contract's own words
Every notice, trigger, window, form and recipient, amendments included, on one document you hold as well as me.
Dates Traced to Clauses
Every date in the register traces to a clause in an executed document; anything supplied incomplete is marked as tracked in part, never silently guessed.
I walk the register through with you once
Half an hour so your team knows what is being watched and what a flag will look like when it arrives.
I run the check every cycle
The register reviewed against the month's events: due, served, approaching, at risk, with anything new on site that starts a clock added as it appears.
Flagged the Day Found
Any exposure the check surfaces is raised with you in writing on the day it is found, not held back for the monthly report.
You serve what each flag asks for
Each flag names the document, the recipient and the date, with enough runway to act. What goes out goes in your name, and the register records it served. Each cycle closes with a short written position report, so the file shows the month rather than remembers it.
I keep every entitlement alive and provable
Between projects the service pauses rather than cancels: nothing is re-onboarded, the file and the diary stay warm, and it resumes the day the next project starts.
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
The payment cycle's own dates are the busiest entries in the register, which is why this service pairs naturally with Payment Application Assembly & Issuance. When a flag calls for a letter with some weight behind it, Commercial Correspondence Drafting is the drafting arm of the same discipline.