What is an EOT claim checklist?

An EOT claim checklist is a practical review tool used to check whether the records supporting an extension of time claim are complete enough to explain the delay.

For subcontractors, the checklist should focus on site evidence and commercial clarity. It should help answer:

  • Was the delay notified?
  • What caused the delay?
  • When did it start and finish?
  • What works were affected?
  • Was the programme affected?
  • What labour and plant were impacted?
  • What evidence supports the record?
  • Are instructions, emails, RFIs, or site records attached?

The checklist does not decide entitlement. It helps identify whether the record is strong enough to review.

1. Notice record

Check whether the delay was notified in line with the project process and contract requirements.

The notice record should include:

  • notice date
  • delay event date
  • recipient
  • project name
  • delay cause
  • affected works
  • likely time or cost impact, if known
  • supporting evidence available at the time
  • reference number or email trail

A notice does not need to contain every final claim detail immediately, but it should create a clear dated record that the delay was identified and communicated.

Useful related tool: Construction Delay Notice Generator.

2. Delay cause

The delay cause should be specific enough that someone reviewing the record can understand what actually stopped or disrupted the work.

Weak causes include:

  • access issue
  • weather
  • design problem
  • delay by others
  • site issue

Stronger causes include:

  • access to Zone B blocked by incomplete service relocation works
  • heavy rain made trench excavation unsafe from 7:30am to 12:00pm
  • revised stormwater pit levels not issued following RFI-018
  • concrete pour delayed because inspection approval was not received
  • scaffold materials obstructed the access route to the planned workfront

A clear cause helps separate the delay event from the cost and programme impact.

3. Dates and duration

The record should show when the delay started, when it ended, and whether the impact continued across multiple days.

Check that the record includes:

  • delay start date
  • delay start time
  • delay finish date, if known
  • delay finish time, if known
  • ongoing status, if unresolved
  • daily updates for continuing delays
  • separate records for separate delay events

If a delay runs for several days, one vague weekly summary is usually weaker than dated daily records showing what happened each day.

4. Affected works

An EOT record should identify the specific works affected by the delay. It should not only describe the general project issue.

Record:

  • work area or zone
  • planned activity
  • subcontractor scope affected
  • sequence affected
  • crew or trade affected
  • planned start or finish, where relevant
  • whether work stopped fully or productivity was reduced

Weak wording:

Project delayed by access issue.

Better wording:

Drainage trench excavation in Zone B was delayed because access to the workfront was blocked by incomplete service relocation works. The drainage crew and excavator could not commence the planned activity from 9:30am.

The better wording shows what work was affected and why.

5. Programme impact

Programme impact is often the part of the EOT record that site teams under-document. A delay record should explain how the event affected the planned sequence, critical activity, or ability to proceed.

Check whether the record identifies:

  • the planned programme activity
  • the activity affected by the delay
  • the sequence or dependency affected
  • whether the work was on or near the critical path
  • whether follow-on works were delayed
  • whether resequencing was possible
  • whether remobilisation was required
  • any updated programme, lookahead, or planning record

You do not need to overstate the impact. You do need to record the connection between the event and the planned work.

Example:

The blocked access delayed trench excavation in Zone B, which was required before pipe installation and backfill could proceed. The drainage crew could not progress the planned sequence during the affected period.

6. Site diary entries

Site diary entries can support an EOT record, but they should not be the only record.

Check whether the site diary includes:

  • weather or site conditions
  • labour and plant on site
  • work areas affected
  • instructions received
  • delay events
  • activities completed or not completed
  • photos or references to evidence
  • supervisor notes

A site diary records general site history. An EOT-supporting delay record needs to explain the delay cause, affected work, time impact, resource impact, and evidence.

7. Photos and videos

Photos and videos should show the site condition, blocked workfront, weather impact, access issue, delayed material, plant standby, or other practical reason works could not proceed.

Check whether photos and videos have:

  • date
  • time
  • location
  • description
  • connection to the delay cause
  • explanation of what they prove

A photo of a wet site, blocked access path, or idle excavator is stronger when the record explains why it matters.

Example note:

Photo taken at 8:10am shows Zone C access blocked by stored scaffold materials. Planned kerb preparation works could not proceed.

8. Labour and plant records

EOT records are stronger when they show the labour and plant affected by the delay, even if the EOT itself is focused on time.

Record labour impact:

  • worker types or trades
  • quantities
  • standby or disrupted period
  • whether workers were redeployed
  • rate or cost impact, where relevant

Record plant impact:

  • plant item or equipment type
  • quantity
  • downtime period
  • owned, hired, wet hire, or dry hire status
  • rate or hire evidence, where relevant

Use the Labour Standby Cost Calculator and Plant Downtime Cost Calculator if you need to estimate cost impact separately.

9. Instructions, emails, RFIs, and approvals

An EOT record is stronger when it includes the communications and instructions that explain the delay cause.

Attach or reference:

  • written instructions
  • superintendent or head contractor emails
  • RFI submissions and responses
  • revised drawings
  • permits or approval records
  • inspection records
  • meeting minutes
  • delivery updates
  • access notices
  • weather stand-down instructions

Do not leave these records buried in inboxes. Connect them to the delay event so the evidence trail is easier to follow.

EOT claim checklist for subcontractors

Before relying on records for an EOT claim, check whether you have:

  • [ ] Contract notice requirements checked
  • [ ] Delay notice sent or recorded
  • [ ] Notice date and reference captured
  • [ ] Delay cause clearly identified
  • [ ] Delay start date and time recorded
  • [ ] Delay finish date and time recorded, or marked ongoing
  • [ ] Affected works identified
  • [ ] Work area or location recorded
  • [ ] Planned activity recorded
  • [ ] Programme activity or sequence impact explained
  • [ ] Site diary entry saved
  • [ ] Photos or videos attached
  • [ ] Labour impact recorded
  • [ ] Plant impact recorded
  • [ ] Instructions, RFIs, emails, or approvals attached
  • [ ] Weather records attached, if relevant
  • [ ] Daily updates captured for continuing delays
  • [ ] Related dayworks, variation, or cost records linked
  • [ ] Gaps identified before the claim is prepared

Use the free EOT Claim Readiness Checker

Need to check whether your delay record is ready for an EOT claim? Use the free EOT Claim Readiness Checker.

DelaySolve’s EOT Claim Readiness Checker helps identify gaps in notice timing, evidence, programme impact, and delay records before you rely on them to support an extension of time claim.

For related reading, see Extension of Time Claim: What Site Teams Need to Record Before the Claim Is Prepared.

How DelaySolve helps with EOT-ready records

DelaySolve helps subcontractors log delays, cost labour and plant impact, attach evidence, and keep a structured delay record across live projects.

For EOT readiness, the practical workflow is:

1. Log the delay when it occurs. 2. Record cause, date, time, location, and affected works. 3. Attach evidence while it is still available. 4. Capture labour and plant impact. 5. Keep the delay record ready for commercial and programme review.

DelaySolve does not replace contract review. It helps site teams create better records before the commercial team needs them.

FAQs

What should be included in an EOT claim checklist?

An EOT claim checklist should include notice records, delay cause, dates and duration, affected works, programme impact, site diary entries, photos, labour and plant records, and supporting communications.

Is a delay notice enough for an EOT claim?

A delay notice is important, but it is not usually enough by itself. You also need records showing the cause, affected works, programme impact, and supporting evidence.

What evidence supports an EOT claim?

Useful evidence includes notices, site diary entries, photos, videos, programme records, labour and plant records, RFIs, instructions, emails, approvals, and weather records where relevant.

When should subcontractors start preparing EOT evidence?

Subcontractors should start capturing EOT evidence while the delay is happening. Waiting until the claim is prepared often leads to missing details and weaker records.

Does an EOT checklist prove entitlement?

No. An EOT checklist helps review record completeness. Entitlement depends on the contract, facts, delay event, and claim process.