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48.50by Karen Mitchell & Craig SavageIncludes inside the back cover:A CD-ROM with the forms inRTF, PDF and Excel formats tocustomize for your own use.Turn your estimate into a bid.Turn your bid into a contract.ConstructionContractWriter.com Craftsman Book Company6058 Corte del Cedro / P.O. Box 6500 / Carlsbad, CA 92018

AcknowledgmentsTo the staff at Craftsman Book Company, for their diligence, for their hard work and determination toget this book done, and for being our interpreters. They made our written word understandable – whatwe turned in and what came out are very different. Most wouldn’t have attempted to start what theysomehow accomplished.And to Nancy, for her participation and contribution.The sample Company Policy on page 259 is based on one developed over many years by Jud Motsenbocker, of Indiana, for use in his own construction company. Mr. Motsenbocker was inducted into theNAHB Remodelers Council Hall of Fame, and has been twice named Remodeler of the Year. Now anationally-recognized construction industry speaker, he gives seminars sharing what he’s learned duringhis nearly half-century in the trade. The company policy is included in his seminars, and we are happythat he has permitted us to share a version of it with our readers as well.Looking for other construction reference manuals?Craftsman has the books to fill your needs. Call toll-free 1-800-829-8123or write to Craftsman Book Company, P.O. Box 6500, Carlsbad, CA 92018 fora FREE CATALOG of over 100 books, including how-to manuals,annual cost books, and estimating software.Visit our Web site: http://www.craftsman-book.comLibrary of Congress Cataloging-in-Publication DataMitchell, Karen, 1962Construction forms for contractors / by Karen Mitchell & Craig Savage.p. cm.Includes index.ISBN 978-1-57218-222-61. Construction industry--Records and correspondence--Forms. 2.Business--Forms. 3. Form letters. I. Savage, Craig, 1947- II. Title.HD9715.A2M48 2010651’.29--dc222010022719 2010 Craftsman Book Company

ContentsCD File Names5Introduction7What You’ll Find in This Book . 9The Blank (PDF) Forms. 10The Word Processing (RTF) Forms . 11The Spreadsheet (XLS) Forms. 141 Accounting Forms17Expense Report . 19Journal Entry Worksheet . 23Hourly Labor with Burden Rates . 26Over/Under Billings Report . 31Product Invoice . 35Profit & Loss Report . 38Time & Materials Log. 46Vendor IRS Letter & W-9 Form . 492 Change Order Forms53Change Order . 56Subcontractor Change Order. 60Time & Materials Change Order. 64Change Order Log. 67Change Order Transmittal . 703 Contracts73Cost Plus Fixed Fee Contract . 77Cost Plus Percentage Contract . 89Time & Materials Contract . 95Prime Construction Contract. 107Project Management Contract. 112Subcontract Agreement . 119Contract Transmittal Letter . 124Warranty . 1274 Client Forms131First Contact Sheet . 133Job Information Form . 138Acknowledgement of ProposalAcceptance . 141Neighborhood Notification Letter . 143Bid Follow-up Letter. 146Losing Bid Feedback Form . 148Client Satisfaction Survey& Company Evaluation. 151Thank You Letter . 155

5 Estimating Forms157Bid Submittal Log . 159Quantity Sheet . 163New Home Estimate andRemodel Estimate . 167Material Schedule . 1936 Job-Related Forms197Project Startup Checklist. 200Safety Agreement . 203Jobsite Safety Checklist . 205Jobsite Tool List . 208Vehicle Inspection Sheet . 211Weekly Equipment Usage Log . 216Field Change Report . 219Memorandum of Delay . 223Potential Backcharge Notice . 226Delay Notice . 229Field Problem Report . 232Project Closeout Checklist . 235Project Closeout Letter. 238Final Project Punch List . 240Accident Report . 2429 Office Forms285Master Tool List . 287Field Directory . 290Memorandum . 294Jobsite Emergency TelephoneDirectory . 296Fax Cover Sheet . 298Transmittal Form. 30010 Bids & Proposals303Bid Comparison Sheet . 304Project Proposal . 308Time & Materials Proposal . 31311 Subcontractor Forms319Subcontractor Policy . 321Subcontractor/SupplierQuestionnaire . 326Subcontractor Insurance& W-9 Log . 329Reminder Notice . 331Rejection Letter . 3347 Human Resource12 Timesheets8 LiensIndexForms247Employment Application . 249Employee Data Sheet . 252Driving Record Verification . 255Company Policy . 257Employee Evaluation . 261265Preliminary Notice of Lien . 267Waiver of Lien on Material or Labor . 271Nonresponsibility Notice . 274Conditional Waiver & Release ofLien upon Final Payment . 279Unconditional Waiver & Releaseof Lien upon Final Payment . 282337Time Management Worksheet . 339Timesheet Category List . 342Weekly Timesheet . 344Timesheet Detail . 347351

CD File Names1 Accounting Forms3 ContractsJournal Entry Worksheet. . JrnalEntryCost Plus Percentage Contract. CstPlusPctExpense Report. . ExpenseRptHourly Labor with Burden Rates. HrLbrBurdnOver/Under Billings Report. OU BilRprtProduct Invoice. . ProductInvCost Plus Fixed Fee Contract. CstPlusFixTime & Materials Contract. TM CntractPrime Construction Contract. PrimeConstProject Management Contract. ProjctMgmtProfit & Loss Report (P&L). ProfitLossSubcontract Agreement. . SubAgreemtTime & Materials Log. . TM LogVendor IRS Letter &W-9 Form. VendorIRSWarranty. Warranty2 Change Order FormsChange Order. . ChangeOrdrSubcontractor Change Order. SubChgOrdrTime & MaterialsChange Order. . TM ChgOrdrChange Order Log. ChgOrdrLogChange Order Transmittal. ChgOrdTranContract Transmittal Letter. . ContrTrans4 Client FormsFirst Contact Sheet. FirsContacJob Information Form. JobInfoAcknowledgement of ProposalAcceptance. PropAcceptNeighborhood NotificationLetter. NeighborhdBid Follow-up Letter. . BidFolowUpLosing Bid Feedback Form. LosingBidClient Satisfaction Survey &Company Evaluation. . ClientEvalThank You Letter. ThankYou

5 Estimating FormsBid Submittal Log. BidSubLogQuantity Sheet. QuantSheetNew Home Estimate. NewHomeEstRemodel Estimate. RemodelEstMaterial Schedule. . MatlSched6 Job-Related FormsProject Startup Checklist. ProjStartSafety Agreement. SafeAgreeJobsite Safety Checklist. JobSafetyJobsite Tool List. JobToolsVehicle Inspection Sheet. VehInspectWeekly EquipmentUsage Log. WkEquipUseField Change Report. FieldChngeMemorandum of Delay. MemoDelayPotential Backcharge Notice. BkchrgNoteDelay Notice. DelayNoteField Problem Report. FieldProbProject Closeout Checklist. . ProjClsListProject Closeout Letter. ProjClsLetrFinal Project Punch List. . FinalPunchAccident Report. . Accident7 Human Resource FormsEmployment Application. EmplmntAppEmployee Data Sheet. EmployDataDriving Record Verification. . DrivRcdVerCompany Policy. CompPolicyEmployee Evaluation. EmployEval8 LiensPreliminary Notice of Lien. PreNtcLienWaiver of Lien onMaterial or Labor. WavLien MLNonresponsibility Notice. NonRespbleConditional Waiver & Release ofLien upon Final Payment. . CondLnRelUnconditional Waiver & Release ofLien upon Final Payment. . UncndLnRel9 Office FormsMaster Tool List. MasterToolField Directory. . FieldDirctMemorandum. . MemoJobsite Emergency TelephoneDirectory. JobEmergPhFax Cover Sheet. FaxCoverTransmittal Form. TransmitFm10 Bids & ProposalsBid Comparison Sheet. BidCompareProject Proposal. . ProjecPropTime & Materials Proposal. . TM Prop11 Subcontractor FormsSubcontract Policy. . SubPolicySubcontractor/SupplierQuestionnaire. . SubSupQuesSubcontractor Insurance &W-9 Log. SubInsurW9Reminder Notice. . RemindNoteRejection Letter. RejectLtr12 TimesheetsTime Management Worksheet. TimeManageTimesheet Category List. TimeCategWeekly Timesheet. WeeklyTimeTimesheet Detail. . TimeDetail

Introduction“Paperwork never built anything.”“It’s a waste of time!”“The less, the better!”That’s how some contractors feel about keeping good records. If you agree andcan’t be convinced otherwise, there’s not much we can do to help.But the fact that you’re reading this page means there’s hope — a chancethat you’ll join the majority of experienced construction professionals whounderstand what it takes to run a construction contracting business.Implementing Good Systems vs.Learning the Hard WayMost of us learn by watching others. For example, apprentice carpenterslearn to set a nail before driving it. But for many, it takes a good whack on thethumb to bring the lesson home. Painful mistakes can be the best teachers.It’s the same way with construction contracting. The most painful lesson canbe the most instructive. Here’s an example.Every construction contractor has been asked to take a verbal change order.“Let’s do it right. I don’t care what it costs.” Then when you’ve made the change,you may hear, “Who authorized that? Not me. And certainly not at that price!”Lesson learned: A simple form, used at the right time, can save thousands.Introduction

Here’s another example. Have you had an audit by your worker’s compensation carrier lately? A worker’s comp audit can make any construction contractora believer in good records. No certificates of coverage from subcontractors?No time cards from your employees? No problem. Every insurance carrierknows exactly how to handle that — and exactly how much to tack onto yournext billing.Do It the Easy WayAvoid the extra pain and expense. Get organized. Find and use a good set offorms designed for your business. You could do that even without this book.But this manual has the most complete, most practical set of forms availablefor the company you’re running:1.Good forms protect your company. Many contractors have troublegetting paid for extra work. Follow the change order procedure werecommend and you’ll have the legal right to collect for every change— no wiggle room.2.Good forms identify you as a business professional. The forms on thedisk in the back of this book can include your business name, addressand company logo. Good forms put you in the league with heavy hitterswho know the importance of making the best possible presentation.Estimates, proposals, change orders and invoices follow the same style— they’re a matching set. A polished image is a competitive advantage.Clients understand that you have your act together. Most clients maynever see your office, but all will see your business forms, and mayjudge the quality of your work by the quality of your paperwork. If youcan’t even come up with a professional-looking form, can you comeup with a professional-looking room addition? They might not want tochance it.3.Good forms enforce office procedures. They force you and your staff tolist, schedule, record, deduct, add, and follo

Library of Congress Cataloging-in-Publication Data Mitchell, Karen, 1962-Construction forms for contractors / by Karen Mitchell & Craig Savage.