Extension of Time (EOT) notice template
Use this to formally claim the extra time a Relevant Event has cost you. A properly served EOT notice moves your completion date, protecting you from liquidated / delay damages for an overrun that wasn't your fault.
When to use it
When a delay you've already notified has crystallised — you can now put a number of days to it — the EOT notice is how you claim that time back. It's the follow-up to your delay notification: where the notification was the early warning, the EOT notice quantifies the impact and formally requests the extension. Get it in on time and with evidence, and the completion date moves. Miss the contract's notice window, and even a genuine delay can be time-barred.
What to include
- The specific Relevant Event relied on, and the subcontract clause.
- The period of delay claimed, in working days.
- A reference to your supporting evidence (RFIs, emails, the delay notification, programme).
- A formal request for the extension under the subcontract terms.
- A reservation of your right to associated cost, loss and expense.
The template
[YOUR COMPANY NAME]
[Your address]
[Main contractor name]
[Their address]
[Date]
Dear [Name],
Re: [Project name / reference] — Notice of claim for an Extension of Time
Further to our delay notification of [date], we give formal notice of our claim
for an extension of time under [clause reference / the subcontract].
Relevant Event: [e.g. late issue of structural information for grid lines
C–E, requested in RFI [number] on [date]]
Period affected: [start date] to [end date]
Extension claimed: [number] working days
This event is a Relevant Event under the subcontract and has delayed completion
of our works through no fault of our own. Our claim is supported by the
following evidence, copies of which are enclosed / available on request:
- [RFI [number] and the outstanding response]
- [our delay notification dated [date]]
- [relevant emails / correspondence, dated [dates]]
- [the affected programme / marked-up sequence]
We formally request that our completion date is extended by [number] working
days accordingly. We reserve our right to recover the additional cost, loss and
expense arising from this delay, which will be the subject of a separate
submission.
Please confirm your assessment of this claim in writing.
Yours faithfully,
[Your name]
[Your position]
[Your company]
This template is general guidance, not legal advice. Extension of time and notice provisions — including time-bars — vary between subcontracts. Check yours and take professional advice before relying on it in a live dispute.
Let Shield write it for you
When Shield Index detects a delay notification and a programme impact on the same project, it auto-drafts an Extension of Time notice — citing the specific Relevant Event, the affected clause and the exact source emails as evidence. You review, adjust the days, and send. Every referenced email is already hash-stamped, so your claim arrives with its evidence chain intact.
Common questions
What is a Relevant Event in an Extension of Time claim?
A Relevant Event is a cause of delay that, under your contract, entitles you to more time — for example late information, variations, exceptionally adverse weather, or delay by the main contractor or other trades. Your Extension of Time notice should identify the specific Relevant Event and link it to the delay you experienced.
How long do I have to submit an EOT notice?
Check your subcontract. Many contracts require notice within a fixed period of you becoming aware of the delay, and some make timely notice a condition of entitlement (a time-bar). Missing that window can defeat an otherwise valid claim, so notify as early as you can and follow up with the detailed assessment.
Does an Extension of Time also get me more money?
Not automatically. An extension of time protects you from delay damages by moving your completion date, but the money side — prolongation cost, loss and expense — is a separate entitlement you usually have to claim and substantiate on its own. Reserve your right to cost in the notice, then pursue it with its own evidence.
Related templates
Delay notification letter Variation confirmation letter Late payment notice