In construction projects, contractors must issue an Extension of Time Notice when delays occur beyond their control. The notice formally requests extra time under the contract and protects the contractor from liquidated damages.
This guide explains how to write an EOT Notice correctly, what to include, and how to stay compliant with Australian Standards like AS 4000 and AS 2124.
What is an Extension of Time (EOT) Notice?
An Extension of Time (EOT) Notice is a formal written request a contractor submits to the superintendent under an Australian construction contract. It serves as an official communication that the contractor is seeking extra time to complete the works as allowed by the contract.
The EOT notice identifies the delay event and states the period of additional time requested. It follows the time-related procedures set out in contracts such as AS 4000, AS 2124, and GC21, ensuring delays are formally recorded and managed within the contract framework.
When and Why to Submit an Extension of Time Notice
A contractor should submit an EOT Notice as soon as a project delay becomes known or can be reasonably anticipated. Timing is crucial under Australian Standards contracts, as late submission may void the contractor’s entitlement.
Most construction contracts specify strict timeframes for lodging an EOT Notice, such as:
- Within 5 business days of the delay event.
- Within 14 calendar days of becoming aware of the delay.
- Immediately, if required by the superintendent or contract administrator.
Submitting within the stated timeframe ensures the notice remains valid and gives the superintendent enough time to assess the delay. Contractors who fail to issue the notice on time may lose their right to an extension.
An EOT Notice is required whenever specific delay events occur that are outside the contractor’s control. These events are defined in the contract and form the basis for claiming extra time.
Common situations that require an EOT Notice include:
- Force majeure events: natural disasters, strikes, or acts of terrorism.
- Client-caused delays: late approvals, design changes, or restricted site access.
- Third-party delays: subcontractor or supplier issues affecting progress.
- Unforeseen conditions: contaminated soil, hidden services, or hazardous discoveries.
💡 Pro Tip: If a delay looks likely to extend beyond initial estimates, submit a follow-up EOT Notice immediately. Superintendents respect proactive updates far more than retrospective claims.
What to Include in an Extension of Time Notice
An EOT Notice must include specific details that support the contractor’s request for more time under the contract. Each element should clearly show what caused the delay, how it impacted the schedule, and the exact period claimed.
Each section strengthens the EOT claim and shows the superintendent that the request is valid, supported, and contractually compliant. Providing clear evidence and accurate timing details helps avoid disputes and speeds up assessment.
How to Write an EOT Notice: Step-by-Step Guide
Writing an Extension of Time Notice is about following a clear, logical process. Each step builds on the last, ensuring your notice meets contract requirements and gives the superintendent everything needed for assessment.
1. Review Your Contract and Identify the EOT Clause
Start by opening your contract and finding the EOT clause. Every contract sets out how and when you must submit the notice. Note the clause number, required timeframe, and how the notice must be sent. Knowing these details first avoids missing deadlines or using the wrong format.
2. Record the Delay Event Immediately
The moment a delay occurs, start keeping records. Write down the date, time, and specific activity affected. Add short notes about what happened and take photos if possible. These records form the foundation of your claim and make your notice stronger.
💡 Pro Tip: Always use Bureau of Meteorology data or official correspondence as supporting proof because it carries more weight in assessments.
3. Assess the Impact on the Construction Programme
Next, open your current construction programme or schedule. Identify the delayed task and check how it affects following activities or the critical path. If the delay changes the completion date, note by how many days. This is the number you’ll later request in your EOT Notice.
4. Draft the EOT Notice with Clear Headings
Now, start writing the notice. Keep it concise and factual. Use short paragraphs with clear headings that match what your contract expects. You can follow a simple structure like this:
- Project name and contract number
- Description of the delay event
- Dates the delay occurred
- Impact on the project schedule
- Days of extension requested
- Contract clause reference
- List of supporting evidence
Each heading keeps the notice easy to read and ensures nothing important is missed.
5. Describe the Delay Event Accurately
Be specific and objective when describing the event. Avoid vague phrases like “bad weather” or “supply issues.” Instead, give clear, measurable details.
Example: “Heavy rainfall between 3 and 7 May 2025 halted excavation works in Area B, preventing foundation completion as scheduled.”
This level of clarity helps the superintendent confirm the facts quickly.
6. Attach Supporting Evidence to Strengthen Your Claim
Every claim needs proof. Attach documents that show what caused the delay and how it impacted progress. Include weather data, RFIs, approvals, photos, or updated schedules. Keep attachments labelled and referenced in your notice so they’re easy to trace.
💡 Pro Tip: Combine all evidence into a single PDF with a short table of contents to makes the review process faster and more professional.
7. Specify the Extension Period and Revised Completion Date
Write how many days you’re claiming and show the new proposed completion date. Use the same calendar type (business or calendar days) stated in the contract. If your schedule shows 5 days of lost work, request exactly that.
Example: “The contractor seeks an extension of 5 working days, revising Practical Completion to 15 May 2025.”
8. Reference the Correct Contract Clause
Include the clause number that allows your EOT request. This shows you’re following the correct procedure and makes the notice easier to assess.
Example: “This notice is issued under AS 4000 Clause 34 - Extension of Time.”
9. Submit the EOT Notice to the Superintendent
Send the notice to the superintendent using the method outlined in the contract, often by email or project portal. Use a clear subject line and copy any required recipients. Always request confirmation that it was received.
Example subject: “EOT Notice - Contract WHU-105 - Rainfall 3-7 May 2025.”
10. Track the Response and Keep Records Updated
Record the date you sent the notice and the due date for the superintendent’s response. Keep reminders for follow-ups in case further details are requested. Staying organised shows professionalism and reduces the risk of disputes later.
💡 Pro Tip: Maintain an EOT register listing each notice, date submitted, cause of delay, days claimed, and status. It saves time when multiple notices run across the same project.
11. Update or Reissue the Notice if the Delay Continues
If the delay extends longer than expected, submit a follow-up notice. Reference your earlier notice and update the details with the new dates and total extension requested.
Example: “This updates EOT-03 dated 8 May 2025, extending rainfall impacts through 10 May 2025.”
Extension of Time Notice Example Format
A clear structure makes your EOT Notice easy to read and quick to assess. The example below shows a simple, compliant format you can adapt for your own project.
A professional EOT Notice should always look structured, factual, and complete. Avoid emotional or subjective language, use consistent formatting, and attach numbered evidence files. This makes the superintendent’s review faster and builds confidence in the validity of your claim.
💡 Pro Tip: Speed up your workflow with a ready-to-use Extension of Time template that’s easy to fill out and keeps every section formatted correctly.
Common Mistakes and Best Practices When Writing an EOT Notice
Many contractors lose valid time claims because of small but costly mistakes in their EOT Notices. Knowing what to avoid and what to do instead helps you stay compliant and improves your chances of approval.
Learning from these common mistakes saves time, protects your entitlement, and helps maintain a positive relationship with the superintendent. A clear, accurate, and timely EOT Notice reflects strong project control and contract awareness.
Build Confidence Through Better EOT Notices
An Extension of Time Notice shows how well a contractor manages time, communication, and contract compliance. When written clearly and backed by solid evidence, it protects your entitlement and demonstrates professionalism. It also builds trust with the superintendent and client, proving that even during delays, the project remains well managed and under control.
Written by
Jackson Row
Jackson Row is the Growth & North American Market Lead at Mastt. With a background in risk modeling, cost forecasting, and integrated project delivery, he helps capital project owners work smarter and faster. Jackson’s work supports better tools, better data, and better outcomes across the construction industry.
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Extension of Time Template
Use this Extension of Time Template to submit compliant EOT claims with confidence. Protect against liquidated damages whilst ensuring your delay notifications meet contract requirements.
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