How-to · Delays and EOTs
How do I track EOT claims and delay notices?
Keep an EOT register that links each delay event to the programme activity it affects, the notice issued, its deadline and the evidence: site diary entries, photos and correspondence. Hivenox keeps that register on the same record as the programme and site diaries, so evidence is attached as it is captured.
On this page
What goes in an EOT register
An EOT claim is only as strong as its evidence and its timing. Most contracts require notice of a delay within a set period, then a claim with the details. Miss either, and the entitlement can be lost.
Keep one register per job, with one row per delay event, updated as the job runs.
| Column | What to record |
|---|---|
| Delay event | What happened, when it started and what caused it |
| Programme activity | The activities it affects, and whether they're on the critical path |
| Notice | The notice issued, the clause it relies on and the date it was sent |
| Deadline | The time-bar for the notice and for the claim |
| Evidence | Site diary entries, photos, correspondence, RFIs and instructions |
| Days and status | Days claimed and granted; open, submitted, granted, rejected or disputed |
Step by step
Record the delay the day it starts
Note the cause, the area affected and who is involved in the site diary, with dated photos.
Link it to the programme
Identify the activities it affects and whether they're on the critical path. Keep the programme updated so the impact can be shown.
Check the notice clause
Find the notice period and form in your contract. Head contract and subcontract periods often differ, so diarise both.
Give notice, then keep it current
Send the notice before the time-bar. For a continuing delay, send updates as the contract requires.
Build the claim
Show the cause, the effect on the critical path and the days claimed, with the evidence attached.
Track the decision
Record the days granted or rejected and the reasons, through to practical completion.
Records to keep
Common mistakes
Notice sent late, or not at all
A strong claim can still fail on a missed time-bar.
No link to the programme
If a delay can't be shown on the critical path, it's hard to claim time for it.
Diaries written up after the fact
Records made weeks later carry less weight. Record it on the day.
Head contract and subcontract out of step
Track both sets of notice periods, so a subcontractor's notice reaches you in time to notify the principal.
A register in one person's spreadsheet
It goes missing when people move on. Keep it on the job record.
Where Hivenox fits
How Hivenox handles it
Hivenox Construction OS keeps the delay, the programme, the notice and the evidence on one record for the job.
Contract Management
EOT register with the evidence attached, and notices and time-bars tracked per clause.
Schedule & Delivery
Programmes, critical path, dependencies and delay risk, on the same record as the EOT register.
Site Operations
Site diaries recorded once on the phone, with progress photos tied to the programme activity they prove.
Delivery Assurance AI Worker
Designed to watch the programme, milestones and dependencies, and flag delay risk early enough to act, with the evidence for an EOT if you need one.
Hivenox checks and flags. A person approves, rejects or queries.
