Extension of Time Template

What is an Extension of Time Template?

An extension of time template is a structured document used to formally request additional contract time due to qualifying delay events. It provides a standardised format for documenting the delay cause, impact on the programme, and entitlement under the contract.

Construction projects face delays from weather, variations, late information, and unforeseen conditions. An EOT template ensures contractors submit compliant claims that satisfy notice provisions, time bar requirements, and evidentiary standards under JCT, NEC, AS 4000, and other standard forms.

By using a time extension template, contractors protect against liquidated damages whilst maintaining clear records of delay events throughout delivery.

What's Included in an EOT Request Template?

An extension of time template includes every critical field needed to substantiate a delay claim and satisfy contract notice requirements. It structures the delay notification to align with JCT relevant events, NEC compensation events, or AS qualifying delays.

Key details typically included in an EOT request template are:

• Contract Details: Project name, contract number, parties, and contract form (JCT, NEC, AS 4000, AS 2124, FIDIC) for context.
• Delay Event Description: Clear explanation of what caused the delay, categorised by contract clause reference.
• Date of Delay Event: When the qualifying delay commenced, critical for time bar compliance.
• Notice Date: Date the EOT claim is submitted, demonstrating adherence to notice provisions.
• Contract Clause Reference: Specific clause under which entitlement is claimed (e.g., JCT Clause 2.29, NEC Clause 60, AS Clause 34).
• Programme Impact Assessment: Analysis showing how the delay affects the critical path and completion date.
• Duration of Extension Requested: Number of days or weeks sought, with clear calculation methodology.
• Contemporaneous Records: Supporting documentation such as site diaries, weather records, correspondence, or variation instructions.
• Critical Path Analysis: Programme extracts demonstrating delay impact on critical activities and sectional completions.
• Concurrent Delay Assessment: Analysis of whether contractor delays occurred simultaneously, affecting entitlement.
• Mitigation Measures: Steps taken to minimise delay impact, demonstrating reasonable diligence.
• Cost Implications: Whether the extension claim includes prolongation costs or stands as time-only relief.
• Previous EOT Claims: Summary of prior extensions granted, showing cumulative impact on contract completion.
• Supporting Attachments: Technical reports, weather data, consultant correspondence, or statutory authority approvals.

💡 Pro Tip: Always reference the specific contract clause granting EOT entitlement in your template. This immediately shows the contract administrator or superintendent that you understand the contractual basis for the claim.

Why Use a Template for Extension of Time Claims?

Using an extension of time letter template ensures every EOT submission contains the information required to assess entitlement under the contract. Without a structured approach, contractors risk rejection due to insufficient detail, missed time bars, or inadequate programme analysis.

Key reasons to use an EOT template include:

• Time bar compliance: Templates ensure notice provisions are met with all required information submitted within contractual deadlines.
• Consistent documentation: Every delay claim follows the same structure, making it easier for contract administrators to assess entitlement.
• Complete evidence capture: Structured fields prompt inclusion of contemporaneous records, programme impacts, and supporting documentation that substantiate the claim.
• Reduced rejection rates: Claims submitted with proper detail, clause references, and impact analysis are more likely to be approved.
• Liquidated damages protection: Timely, compliant EOT claims protect contractors from exposure to delay damages for qualifying events.
• Audit readiness: Standardised templates create a clear trail for dispute resolution, adjudication, or litigation if claims are rejected.
• Programme transparency: Templates force proper critical path analysis, demonstrating genuine delay impact rather than theoretical extensions.
• Commercial clarity: By separating time-only relief from cost-related variations, templates help manage commercial negotiations effectively.
• Multi-project efficiency: Contractors working across multiple sites can submit consistent, professional claims without recreating documentation.

A sample letter requesting extension of time provides the foundation, but construction-specific templates address technical requirements that generic business letters miss.

Who Should Use an Extension of Time Letter Template?

A template for EOT is essential for construction professionals who need to claim, assess, or approve contract time extensions. It ensures delay entitlements are documented consistently across all parties.

✅ Contractors and Head Contractors: Submit compliant EOT claims to protect against liquidated damages and document qualifying delay events.

✅ Subcontractors: Request time extensions from head contractors for delays beyond their control, preserving rights under back-to-back contract terms.

✅ Contract Administrators and Superintendents: Assess EOT claims systematically, ensuring consistent evaluation against contract entitlements and programme impacts.

✅ Project Managers and Client-Side PMs: Review delay claims for commercial and programme implications before formal assessment.

✅ Commercial Managers and Quantity Surveyors: Link time extensions to variation claims, prolongation costs, and final account negotiations.

✅ Programming Consultants and Delay Analysts: Prepare technical programme analysis supporting EOT entitlement or defending against unsubstantiated claims.

✅ Project Owners and Principals: Understand delay impacts on project delivery, funding drawdowns, and occupancy schedules.

💡 Pro Tip: Assign one person responsibility for coordinating all EOT submissions on your project. This ensures claims are submitted before time bars expire and supporting evidence is consistently gathered.

How to Complete a Construction Extension of Time Template

Start by identifying the qualifying delay event as soon as it occurs or becomes apparent. Gather contemporaneous evidence immediately whilst details are fresh and records are readily available. Complete the extension of time request template systematically, ensuring every section addresses contract requirements.

Follow these steps to submit a compliant EOT claim:

1. Identify the delay event: Determine whether the delay qualifies under your contract (weather, variations, late information, unforeseen conditions, etc.).
2. Check time bar provisions: Verify notice requirements in your contract. JCT typically requires notice "forthwith," NEC within defined periods, AS within specific timeframes.
3. Gather contemporaneous records: Collect site diaries, weather reports, correspondence, instructions, and programme updates from when the delay occurred.
4. Reference contract clauses: Identify the specific clause granting EOT entitlement (JCT Clause 2.29, NEC Clause 60.1, AS Clause 34).
5. Analyse programme impact: Extract critical path activities from your baseline and current programme showing how delay affects completion.
6. Assess concurrent delays: Determine whether contractor-caused delays occurred simultaneously, which may reduce entitlement under some contracts.
7. Calculate extension duration: Quantify days or weeks required, showing clear methodology and programme logic.
8. Document mitigation efforts: Record steps taken to minimise delay impact, demonstrating reasonable contractor diligence.
9. Complete the template: Fill in all fields systematically, attaching supporting documents as appendices.
10. Submit within deadlines: Lodge the EOT claim before time bars expire, keeping proof of submission and delivery.
11. Track the assessment: Monitor contract administrator or superintendent response times and follow up if required.

💡 Pro Tip: Review your contract's specific EOT provisions before submission. Different forms impose different requirements, and missing details can result in rejection or reduced entitlement.

Create Compliant EOT Templates with Mastt AI

Mastt AI eliminates the complexity of creating extension of time templates by generating compliant, contract-specific documentation in seconds. Instead of starting from generic sample letters, Mastt AI produces EOT request templates tailored to JCT, NEC, AS 4000, or your specific contract requirements.

Here's what you can do with Mastt AI right away:

🚀 Generate EOT templates instantly: Create structured time extension documents with all required fields for delay description, programme impact, and supporting evidence.

📂 Customise for your contract: Adjust clause references, notice provisions, and assessment requirements to match JCT, NEC, AS 4000, AS 2124, or bespoke contracts.

📑 Export in professional formats: Download your extension of time letter template in Word, ready for formal submission to contract administrators.

⚡ Include programme analysis sections: AI generates fields for critical path impact, concurrent delay assessment, and mitigation measures that satisfy technical requirements.

🎯 Adapt to jurisdiction: Tailor templates for UK, Australian, or New Zealand construction standards, ensuring regional compliance.

Mastt AI uses construction industry knowledge to recommend the right structure, helping you avoid rejection from incomplete claims or missed time bar provisions.

Here's how to get started with Mastt AI:

1. Describe your requirements: Type a request like "create an extension of time template for AS 4000 contract" in the Mastt AI chat.
2. Refine with AI: Adjust sections for your specific delay event, whether weather, variations, late instructions, or unforeseen ground conditions.
3. Export your template: Download the final EOT template in Word format for completion and submission.

With Mastt AI, every extension of time template is created in your secure workspace. Chats remain private, giving you complete control over how templates are customised and shared.

👉 Learn more in the Mastt Help Center and start creating professional EOT templates with Mastt AI today.

When to Submit an Extension of Time Request Template

An EOT template should be used immediately when qualifying delay events occur or become apparent. Early notification protects contractual entitlements and demonstrates compliance with time bar provisions.

Key moments to apply an extension of time claim template include:

• Weather delays: When exceptional adverse weather prevents work, exceeding baseline weather allowances in the programme.
• Variation instructions: When scope changes issued by the contract administrator or superintendent impact critical path activities and completion dates.
• Late information: When design details, approvals, or instructions arrive late, preventing planned work sequences from proceeding.
• Unforeseen conditions: When latent conditions, contamination, or ground issues different from contract assumptions cause delay.
• Statutory authority delays: When permits, inspections, or utility connections take longer than reasonable timeframes allowed in the programme.
• Force majeure events: When pandemics, natural disasters, or other unforeseen circumstances beyond both parties' control occur.
• Industrial action: When strikes or labour disputes affect material supply or site productivity through no contractor fault.
• Nominated subcontractor delays: When delays by client-appointed specialists or suppliers impact the head contractor's programme.
• Suspension instructions: When the contract administrator orders work stoppage for reasons not caused by contractor default.
• Design development: When consultant coordination issues or design revisions require rework or sequence changes.
• Access restrictions: When the principal fails to provide timely site access or possession as stipulated in the contract.

💡 Pro Tip: Submit EOT claims within contractual notice periods. JCT requires notice "forthwith upon it becoming reasonably apparent." NEC specifies notification periods. AS contracts typically require notice within defined timeframes after the delay event.

Challenges with Manual EOT Templates in Word or Docs

Generic extension of time letter templates often lack the construction-specific detail required to substantiate delay claims under modern contracts. A basic sample letter requesting extension of time may work for simple arrangements, but it falls short for projects governed by JCT, NEC, or AS standards.

Common challenges include:

⚠️ Insufficient programme analysis: Generic templates rarely include sections for critical path impact, concurrent delay assessment, or mitigation analysis required by contract administrators.

⚠️ Missing contract clause references: Without specific reference to JCT relevant events, NEC compensation events, or AS qualifying delays, claims lack the contractual foundation for assessment.

⚠️ Inadequate evidence sections: Templates downloaded as Word documents often don't prompt attachment of contemporaneous records, weather data, or programme extracts that substantiate entitlement.

⚠️ Time bar non-compliance: Generic EOT templates may not highlight notice deadlines, risking late submission that results in automatic rejection or reduced entitlement.

⚠️ Inconsistent claim quality: Teams using basic templates submit varying levels of detail, making it harder for principals to assess entitlements fairly across multiple contractors.

⚠️ No concurrent delay consideration: Simple templates ignore the complexity of overlapping delays, where contractor and qualifying events occur simultaneously.

⚠️ Weak mitigation documentation: Without structured fields for recording delay minimisation efforts, contractors struggle to demonstrate reasonable diligence required under most contracts.

⚠️ Version control issues: Word or Excel templates circulated by email result in multiple versions, unclear revision histories, and confusion during dispute resolution.

Even a carefully prepared extension of time construction template loses value if it doesn't evolve with project-specific delay events, programme updates, and cumulative EOT positions.

Simplify EOT Claims with Mastt AI

Every construction project faces delays from weather, variations, and unforeseen conditions. The difference lies in how well they're documented. A structured extension of time template ensures every delay claim is submitted with the evidence, programme analysis, and contractual references required for approval.

With Mastt AI, you don't need to start from basic sample letters or adapt generic templates. Simply describe your contract type and delay event, and AI generates a ready-to-complete format tailored to your requirements. Your chats remain secure and private, with project information staying within your workspace under your complete control.

👉 Try Mastt AI today and create an extension of time template that protects your entitlements and satisfies contract requirements.