Correspondence register
Every incoming and outgoing letter logged with date, subject, contractual reference, required response and deadline.
Consultancy & Design
Project Documentation
A single organised contract record — correspondence, approvals, test results, instructions and photographs — indexed from day one instead of assembled in panic at closeout.
Overview
Why this matters on your contract
Contract records decide outcomes. When a variation is disputed, an extension is assessed or a final account is negotiated, the party with the organised record is in a materially stronger position — regardless of who was actually right at the time. Yet documentation is almost always the first discipline to slip when a site gets busy.
We run the document function for you: registering every letter, logging every approval and instruction, filing every test certificate, and keeping a dated photographic record of the works. It is unglamorous work, and it is the single cheapest form of commercial insurance available on a construction contract.
What you receive
- Structured digital filing system your team can navigate without training
- Live registers updated on an agreed cycle
- Monthly documentation status report with outstanding items flagged
- Notice deadline alerts before contractual time limits expire
- Complete indexed closeout pack at project completion
Scope
What the service includes
Every element below is covered as standard. Anything outside it is quoted separately and agreed before we begin.
Approval and submittal log
Material submittals, shop drawings and method statements tracked from submission through approval, with ageing on anything outstanding.
Site instruction tracking
Every instruction recorded, assessed for time and cost consequence, and flagged where it constitutes a variation.
Material test records
Cube results, compaction tests, gradation and other quality records filed against the location and date of the work they certify.
Photographic evidence
Dated, located progress photography — particularly of work about to be covered up, which is where disputes usually originate.
Closeout document pack
As-built drawings, warranties, test certificates and completion documentation assembled continuously rather than retrospectively.
Our Approach
How we do this differently
01
Notices never expire on our watch
The register drives deadline alerts. Losing a legitimate entitlement to an expired notice period is entirely avoidable, and it happens constantly.
02
Covered work is photographed first
Reinforcement before pour, formation before layer, service before backfill. The photograph costs nothing and settles arguments permanently.
03
Closeout stops being a crisis
Because the pack is assembled continuously, handover documentation is ready when the works are, not three months afterwards.
Questions
Common questions
If yours is not answered here, call us — the conversation is free and usually short.
+977 1 4538 720Yes, and it is common. We begin with a documentation audit to establish what exists, reconstruct what is recoverable, and then run the system forward from a known position.
Not necessarily. We can run the record in a secure workspace we maintain and give your team read access, or work inside your own system if you prefer. Either way you own the record.
No. Smaller contractors benefit disproportionately, because they rarely have anyone whose job this is — which is precisely why their claims are the hardest to substantiate.
Related
Services that pair with this one
Most clients engage two or three of these together, which is usually cheaper than commissioning them separately.
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Read moreFree scope review · No obligation
Send us the document. We will tell you exactly what it needs.
A bidding document, a contract, a stalled bill, a stack of unrecorded measurements — whatever the position, a senior engineer will review it and come back within one working day with a written assessment, a timeline and a fixed price. There is no charge for this and nothing to sign.
NDA signed before any document is shared
Response within one working day
Fixed written fee, no hourly billing