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1. Letter Header: Complete business contact information of sender and recipient, date, and reference number
2. Project Reference: Clear identification of the construction project, contract number, and relevant dates
3. Payment Request Statement: Clear statement of the total amount being requested and the basis for the request
4. Work Completion Details: Summary of completed work that corresponds to this payment request
5. Payment History: Brief summary of previous payments received and current payment schedule status
6. Current Payment Details: Breakdown of the current payment request including any applicable taxes
7. Payment Instructions: Bank details and preferred payment method
8. Closing Statement: Professional closing with expected payment timeframe and contact information for queries
1. Delay Notification: Include when payment is overdue, stating the original due date and any applicable late payment charges
2. Change Order Reference: Include when the payment request includes work from approved change orders
3. Dispute Resolution Reference: Include when there have been previous disputes or disagreements about payment
4. Lien Notice: Include when considering filing a construction lien due to non-payment
5. Certification Statement: Include when specific certifications of work completion are required by contract
6. Progress Photos Reference: Include when visual documentation of work progress is beneficial or required
1. Schedule A - Detailed Cost Breakdown: Itemized list of completed work with corresponding costs
2. Schedule B - Progress Documentation: Photos, inspection reports, or other evidence of work completion
3. Schedule C - Change Order Summary: List of approved change orders included in this payment request
4. Schedule D - Materials Usage Report: Detailed list of materials used and their costs
5. Appendix 1 - Supporting Certificates: Copies of relevant certificates, permits, or inspection approvals
6. Appendix 2 - Previous Correspondence: Copies of relevant previous payment-related correspondence
Construction
Real Estate Development
Infrastructure
Commercial Property
Residential Development
Industrial Construction
Government Infrastructure
Civil Engineering
Architecture
Building Materials and Services
Finance
Operations
Project Management
Construction Management
Contracts Administration
Accounts Receivable
Legal
Project Controls
Site Operations
Quality Control
Project Manager
Construction Manager
Contract Administrator
Quantity Surveyor
Site Engineer
Project Accountant
Construction Director
Finance Manager
Project Coordinator
Contract Manager
Chief Financial Officer
Accounts Receivable Manager
Construction Supervisor
Project Control Manager
Operations Manager
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