The Final Bill Submission Letter is a critical document in the UAE construction and commercial landscape, used at the completion of a project or contract to establish the final financial position between parties. This document is typically prepared after the issuance of the completion certificate and resolution of all variations and claims. It must comply with UAE Federal Law No. 5 of 1985 (Civil Code) and relevant commercial regulations, particularly regarding payment terms and documentation requirements. The letter should include a complete financial history of the project, including the original contract value, approved variations, previous payments, and final amount due. It serves as both a payment request and a closure document, often accompanied by supporting documentation such as approved variation orders, completion certificates, and detailed cost breakdowns. The Final Bill Submission Letter is particularly important in the UAE context as it often triggers the release of retention monies and helps establish a clear record for tax and audit purposes.
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1. Letter Header and Date: Company letterhead, date, and reference number
2. Recipient Details: Full name, designation, and address of the recipient
3. Project Reference: Clear identification of the project/contract, including contract reference number and title
4. Subject Line: Clear indication that this is a Final Bill Submission
5. Contract Value Statement: Original contract value and any approved variations
6. Payment History: Summary of previous payments received
7. Final Amount Due: Clear statement of the final amount being claimed
8. Completion Reference: Reference to completion certificate or practical completion date
9. Declaration: Statement confirming this is the final bill and no further claims will be made
10. Signature Block: Authorized signatory details and company stamp space
1. Variation Summary: Include when there have been approved variations to the original contract scope
2. Claims Resolution: Include when there have been claims that need to be documented as resolved
3. Retention Release Request: Include when requesting the release of retention money
4. VAT Statement: Detailed VAT breakdown (required for VAT-registered companies)
5. Time Extension Summary: Include when there have been approved time extensions
6. Defects Liability Statement: Include when referencing completion of defects liability period
1. Schedule A - Detailed Bill Breakdown: Itemized breakdown of all costs and quantities
2. Schedule B - Variation Orders Summary: List and details of all approved variation orders
3. Schedule C - Payment Certificates: Copies of all previous interim payment certificates
4. Schedule D - Completion Certificates: Copies of practical completion and final completion certificates
5. Schedule E - Supporting Documents: Any relevant supporting documentation such as measurements, test certificates, or quality certificates
6. Schedule F - Final Account Reconciliation: Detailed reconciliation of the final account including all additions and deductions
Relevant legal definitions
Clauses
Relevant Industries
Construction
Real Estate Development
Infrastructure
Oil & Gas
Manufacturing
Engineering Services
Facilities Management
Government and Public Works
Commercial Development
Industrial Development
Healthcare Construction
Education Infrastructure
Hospitality Development
Retail Development
Relevant Teams
Finance
Commercial
Project Management
Contract Administration
Quantity Surveying
Operations
Legal
Accounts Payable
Project Controls
Construction Management
Relevant Roles
Project Manager
Quantity Surveyor
Commercial Manager
Contract Administrator
Finance Director
Construction Manager
Project Director
Chief Financial Officer
Accounts Manager
Commercial Director
Claims Manager
Cost Controller
Project Control Manager
Financial Controller
Operations Manager
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