How to Write a Narrative Report for an Extension of Time (EOT) Claim Submission.

Introduction

An Extension of Time (EOT) claim narrative report provides a clear, detailed explanation of the reasons for requesting more time to complete a project. The narrative should be structured logically, outlining the causes of the delay, the impact on the project, and how the delays justify additional time. A well-prepared report includes factual information, supporting documentation, and a concise yet comprehensive explanation to support the claim.

Here is a step-by-step guide on how to write an effective EOT narrative report:

1. Project Overview

Begin with a brief introduction about the project to provide context. Include key details such as:

Project Name: Identify the name of the project.
Contractor/Client: State the contractor and client’s names.
Original Contract Start Date: When the project began.
Original Completion Date: The agreed-upon completion date as per the original contract.
Requested Revised Completion Date: The new completion date that you’re requesting as part of the EOT.

This section sets the stage for the reader and provides basic information about the project.

2. Executive Summary

This section summarizes the reasons for the EOT request and highlights the key delays and events that caused the request. It is a high-level overview that gives the decision-makers a quick understanding of the claim. The summary should include:

Total duration of the requested extension.
Main causes of the delay (e.g., design changes, unforeseen conditions, adverse weather).
Impact on the critical path.

3. Description of Delay Events

Describe in detail the events that caused the delay. For each event, include:

Event Description: A concise but thorough explanation of the delay event (e.g., design changes, unforeseen conditions, subcontractor delays).
Date and Duration of the Delay: Specify when the delay started and how long it lasted.
Cause of Delay: Identify the specific cause (client-requested changes, weather conditions, supply chain disruptions, etc.).
Contractual Relevance: Reference the relevant contract clauses that address excusable delays or time extensions.

Example:

Delay Event 1 – Change in Design:

Description: The client requested a redesign of the HVAC system to meet new energy-efficiency standards.
Date of Delay: February 1, 2024
Duration: 4 weeks
Cause: Change in design initiated by the client, requiring new calculations and installation adjustments.
Contractual Relevance: As per clause 10.3 of the contract, changes requested by the client are considered excusable delays, entitling the contractor to a time extension.

4. Impact on the Project Schedule

In this section, explain how each delay event affected the project’s critical path. This is a crucial aspect of justifying an EOT claim, as the critical path activities directly influence the project completion date. If possible, use a Time-Impact Analysis (TIA) to demonstrate how each delay pushed back the project schedule.

Critical Path Impact: Show how the delay affected key milestones or activities in the critical path.
Revised Completion Date: Indicate the revised project completion date based on the delay events.

Example:

The four-week HVAC redesign delay impacted the critical path as the mechanical, electrical, and plumbing (MEP) installation could not proceed without approval of the revised design. This pushed back the project’s critical activities, including MEP system installation, causing an overall delay to the project’s completion by four weeks.

5. Mitigation Efforts

Explain any steps the contractor took to minimize the impact of the delays. This shows a good-faith effort to mitigate delays and avoid further extensions. Examples of mitigation strategies might include:

Accelerating other activities.
Implementing overtime work.
Bringing in additional resources.

Highlighting mitigation efforts shows that the contractor attempted to minimize delays and supports the legitimacy of the EOT request.

6. Supporting Documentation

List and reference any supporting documents that are attached to the narrative report. These could include:

Updated project schedules.
Time-Impact Analysis (TIA) reports.
Correspondence between the contractor and client.
Photographs or site reports documenting the delay event.
Weather reports (in the case of weather-related delays).

This documentation provides objective evidence to support the EOT claim. Ensure that the documents are well-organized and directly tied to the events described in the narrative.

7. Conclusion

Summarize the key points in the report, reiterating the total requested extension and the reasons for it. You should also express the contractor’s commitment to completing the project successfully and within the newly requested timeframe.

8. Submission Information

Include a section at the end of the narrative with the contractor’s name, project manager’s name, and the date of submission. This ensures that the report is official and serves as a point of reference for future communication.

Sample Outline of an EOT Narrative Report:

Project Overview:

Project Name: XYZ Office Tower Construction
Contractor: ABC Construction Ltd.
Client: DEF Realty
Original Completion Date: December 31, 2023
Revised Completion Date (Requested): March 15, 2024

Executive Summary:

ABC Construction Ltd. is submitting this Extension of Time (EOT) claim due to unforeseen events that have impacted the project’s critical path. These events include adverse weather conditions, client-requested changes in design, and delays in material delivery. Collectively, these events have caused a delay of 75 calendar days. As a result, we request an extension of the project completion date to March 15, 2024.

Delay Events:

Event 1: Adverse Weather Conditions

Description: Between October 1 and October 20, 2023, heavy rain exceeded the average rainfall for the region, causing flooding on-site and making it impossible to proceed with excavation work.
Impact: This delay impacted the critical path as foundation work was postponed. The delay added 20 days to the project’s completion.
Mitigation Efforts: ABC Construction worked overtime on weekends after the weather cleared to reduce the delay by 5 days.

Event 2: Design Changes

Description: On November 1, 2023, the client requested changes to the structural design of the building’s façade, requiring additional engineering work and new materials.
Impact: The design change required 30 days to implement, pushing back façade installation and critical path activities related to finishing work.
Mitigation Efforts: ABC Construction mobilized additional labor and resources to ensure other activities proceeded while the design change was implemented.

Impact on Project Schedule:

Due to the above-mentioned delays, the revised project completion date is now March 15, 2024. The total impact on the schedule is 75 calendar days.

Conclusion:

In light of the delays caused by adverse weather and client-requested changes, ABC Construction requests an Extension of Time of 75 days, moving the project completion date to March 15, 2024.

Submitted By:

ABC Construction Ltd.
[Name]
Project Manager
[Date]

By following this format, your narrative report will provide a comprehensive and well-structured justification for the Extension of Time claim, increasing its chances of approval.