QS Letters Guide

Quantity Surveying Letters Guide
We refer to your letter ref……..dated ……on the above-mentioned subject and reply as
under:
We refer to your letter ref……..dated ……in response to our letter ref…..dated ……
We refer to your letter ref……..dated ……on the subject cited above and respond as
under:
With reference to your letter ref……dated ….., we respond as under:
We acknowledge the receipt of your letter ref…..dated……and reply as under:
We enclose herewith our evaluation of the Variation Order No. for your approval, if you
concur with the contents.
In response to your Request for Information No. 2, we reply as under:
We recommend issuing the enclosed Site Work Instruction No. 10 to the Contractor, if
you concur with the contents.
We are surprised to receive your letter ref…..dated …..
We are deeply concerned with your letter ref…..dated …….
We thank you for your letter ref…..dated…….
Many thanks for your letter ref……dated ……
We have reviewed your submission ref…..dated ……and comment as under:
Our preliminary review of your submission ref……dated ….. have revealed that following
information is still outstanding:
We have reviewed your submission and comment as under:
Our review includes but not limited to the following comments:
Our review has indicated the following:
The Contractor have to substantiate their entitlement to additional money and extension
of time.
We await your detailed and comprehensive reply.
We look forward hearing from you soon.
Please reply by return.
Your early reply shall be highly appreciated.
You are directed to submit the reply within ….days of receipt of this letter.
Page No. 1
You reply must reach us on or before 11 January 2001.
Until you submit all outstanding information, we cannot process your submittal further.
We regret to inform you that your reply has not answered our concerns.
Your letter contains statements with no substantiation as required by the Contract
Documents.
You have failed to substantiate your opinion.
You are required to submit comprehensive and detailed substantiation in support of your
claim.
We disagree with your opinion.
We do not accept your interpretation of the Contract Documents.
We are not convinced by your arguments.
We do not consider that you are entitled to additional money and/or extension of time.
We shall forward our recommendation to the Employer regarding the matter.
How can we valuate properly your submission, when lot of information is still pending
from you?
There is no point in indulging into war of words. Rather you should concentrate on
substantiating you opinion contractually.
It will in the best interest of the project if you concentrate on the progress of work rather
than exchange of letters.
If you disagree with our consideration, please submit contractual substantiation.
You are hereby directed to carry out the following:
Notwithstanding to the above, we still consider the following:
However the fact remains that you are responsible for the delay in progress of the works.
Your Scope of Work includes but not limited to:
We refer to Contract Document II-1, Legal Clauses and Conditions, clause 39 (1) A,
paragraph 2 that states:
“The Contractor shall carry out ….”
In addition, please refer to Contract Document II-2, Conditions of Particular Application,

clause 60 (3) C that states:
“The Contractor shall submit ……
Page No. 2
From the above, it is evident that it is your responsibility to carry out …..
We can infer that the work is included in you scope of works.
The work is not additional to the Contract and you are not entitled to additional money
and/or extension of time.
You have not fulfilled your obligations under Contract Document III-2, Particular
Specification, Section 4400 Unit Masonry, clause 1.11. A.2, paragraph 1 that states:
“The Contractor shall execute …….”
We shall appreciate you co-operation in this regard.
Regarding your entitlement to additional money, the matter is under review and we shall
advise the Employer in due course.
It is up to the Employer to accept the Consultants’ advise.
We submit the following for your further action.
We enclose herewith a draft letter for your approval and issuance to the Contractor.
We look forward your early approval.
If we do not receive any reservations from you within seven days of receipt of this letter,
it will be deemed that you concur with the contents.
Please sign the enclosed original Variation Order with or without your reservations and
return to the undersigned within seven days of receipt of this letter.
We concur with your proposal without any additional cost/time to the Contract.
We note the following:
Kindly note:
Please note that …
We shall forward our further comments in due course.
We approve the proposal, subject to the following:
We reject your proposal.
You will be responsible and liable for all consequences due to your inability to carry out
your Contractual Obligations on time.
We hold you fully responsible and liable for your actions.
Your lack of swift action is causing delay to the progress of works.
Page No. 3
You must withdraw your letter ref……dated ….as the tone is very offensive.
Page No. 4

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Quantity Surveying Letters Guide

We refer to your letter ref……..dated ……in response to our letter ref…..dated ……

With reference to your letter ref……dated ….., we respond as under:

We acknowledge the receipt of your letter ref…..dated……and reply as under:

In response to your Request for Information No. 2, we reply as under:

We are surprised to receive your letter ref…..dated …..

We are deeply concerned with your letter ref…..dated …….

We thank you for your letter ref…..dated…….

Many thanks for your letter ref……dated ……

We have reviewed your submission ref…..dated ……and comment as under:

We have reviewed your submission and comment as under:

Our review includes but not limited to the following comments:

Our review has indicated the following:

We await your detailed and comprehensive reply.

We look forward hearing from you soon.

Please reply by return.

Your early reply shall be highly appreciated.

You reply must reach us on or before 11 January 2001.

You have failed to substantiate your opinion.

We disagree with your opinion.

We do not accept your interpretation of the Contract Documents.

We are not convinced by your arguments.

We shall forward our recommendation to the Employer regarding the matter.

If you disagree with our consideration, please submit contractual substantiation.

You are hereby directed to carry out the following:

Notwithstanding to the above, we still consider the following:

Your Scope of Work includes but not limited to:

“The Contractor shall carry out ….”

In addition, please refer to Contract Document II-2, Conditions of Particular Application,

“The Contractor shall submit ……

We can infer that the work is included in you scope of works.

“The Contractor shall execute …….”

We shall appreciate you co-operation in this regard.

It is up to the Employer to accept the Consultants’ advise.

We submit the following for your further action.

We look forward your early approval.

We note the following:

Please note that …

We shall forward our further comments in due course.

We approve the proposal, subject to the following:

We reject your proposal.

We hold you fully responsible and liable for your actions.

Your lack of swift action is causing delay to the progress of works.

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