Extension of time (EOT) request template

When to request an extension of time

• When the owner or the consultant causes delay: revised drawings, approvals, site access or owner-supplied materials.
• When a variation adds work or changes its sequence.
• When exceptional weather or force majeure strikes, as the contract provides.
• In every case: an approved extension protects the contractor from delay damages for that period, and a late or unsupported request may lose the right.

What is in the file?

• The «طلب تمديد مدة» (request) sheet: an A4 portrait form with the request and event details and dates, the reason, an affected-activities table that works out the days requested, the current and new completion dates, the supporting documents checklist, the consultant's decision and the signature boxes.
• The «سجل طلبات التمديد» (EOT log) sheet: one line per request, with formulas for the days from awareness to notice against your contract's notice period, the total approved days and the completion date after the extensions.
• One example request filled in, three example lines in the log marked «مثال», and empty rows with their formulas.

How to fill it, step by step

1. Send the event notice to the engineer as soon as you are aware of it, and type the awareness and notice dates in the log to see whether you are within the period.
2. On the request sheet, type the number, the event and its dates, the grounds and the contract clause, then the reason with the facts.
3. From the approved programme, list the affected activities with their float and the delay the event caused, and each activity's impact and the days requested are worked out.
4. Type the current completion date from the log, and the new completion date appears.
5. Complete the supporting documents checklist and attach them, then sign and send the request to the consultant, then the owner.
6. When the decision comes, type the days approved and the status in the log, and the total days and the completion date after the extensions update.

Column guide: what goes in each column

An example from the file

Revised third-floor roof drawings arrived 21 days late after a variation. The affected activities:

Days are not added across activities: an activity whose float exceeds its delay does not delay the project. In the log, the third request was notified 39 days after awareness, past the 28-day period of the example, so it reads «بعد المهلة» (late).

Practical notes

• Notice first, details next: under FIDIC 2017 the contractor gives notice within 28 days of becoming aware of the event (clause 20.2.1) and submits the fully detailed claim within 84 days of awareness (clause 20.2.4). Your contract may set other periods, so use what it says.
• Working the days out from the critical path is a first estimate; stronger is to attach the updated programme with the event inserted, showing the change in the completion date.
• Record the facts day by day in the daily reports during the event: they are the first thing the engineer asks for.
• If the delay comes from late payment of certificates, check what your contract gives you before you ask for time, and attach proof of the payment dates.