Construction Forms for Contractors

[Pages:16]$48.50

by Karen Mitchell & Craig Savage

Includes inside the back cover:

A CD-ROM with the forms in RTF, PDF and Excel formats to customize for your own use.

Turn your estimate into a bid. Turn your bid into a contract.

? Craftsman Book Company 6058 Corte del Cedro / P.O. Box 6500 / Carlsbad, CA 92018

Acknowledgments

To the staff at Craftsman Book Company, for their diligence, for their hard work and determination to get this book done, and for being our interpreters. They made our written word understandable ? what we turned in and what came out are very different. Most wouldn't have attempted to start what they

somehow accomplished.

And to Nancy, for her participation and contribution.

The sample Company Policy on page 259 is based on one developed over many years by Jud Motsenbocker, of Indiana, for use in his own construction company. Mr. Motsenbocker was inducted into the NAHB Remodelers Council Hall of Fame, and has been twice named Remodeler of the Year. Now a nationally-recognized construction industry speaker, he gives seminars sharing what he's learned during his nearly half-century in the trade. The company policy is included in his seminars, and we are happy

that he has permitted us to share a version of it with our readers as well.

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Library of Congress Cataloging-in-Publication Data

Mitchell, Karen, 1962Construction forms for contractors / by Karen Mitchell & Craig Savage. p. cm. Includes index. ISBN 978-1-57218-222-6 1. Construction industry--Records and correspondence--Forms. 2.

Business--Forms. 3. Form letters. I. Savage, Craig, 1947- II. Title.

HD9715.A2M48 2010 651'.29--dc22

2010022719

?2010 Craftsman Book Company

Contents

CD File Names

5

Introduction

7

What You'll Find in This Book............ 9 The Blank (PDF) Forms..................... 10 The Word Processing (RTF) Forms ... 11 The Spreadsheet (XLS) Forms........... 14

1 Accounting Forms

17

Expense Report .................................. 19

Journal Entry Worksheet .................... 23

Hourly Labor with Burden Rates....... 26

Over/Under Billings Report............... 31

Product Invoice .................................. 35

Profit & Loss Report .......................... 38

Time & Materials Log........................ 46

Vendor IRS Letter & W-9 Form......... 49

2 Change Order Forms

53

Change Order ..................................... 56

Subcontractor Change Order.............. 60

Time & Materials Change Order........ 64

Change Order Log.............................. 67

Change Order Transmittal.................. 70

3 Contracts

73

Cost Plus Fixed Fee Contract............. 77 Cost Plus Percentage Contract ........... 89 Time & Materials Contract ................ 95 Prime Construction Contract............ 107 Project Management Contract.......... 112 Subcontract Agreement.................... 119 Contract Transmittal Letter .............. 124 Warranty........................................... 127

4 Client Forms

131

First Contact Sheet........................... 133 Job Information Form ...................... 138 Acknowledgement of Proposal Acceptance ..................................... 141 Neighborhood Notification Letter.... 143 Bid Follow-up Letter........................ 146 Losing Bid Feedback Form.............. 148 Client Satisfaction Survey & Company Evaluation.................. 151 Thank You Letter ............................. 155

5 Estimating Forms

157

Bid Submittal Log............................ 159 Quantity Sheet.................................. 163 New Home Estimate and Remodel Estimate .......................... 167 Material Schedule ............................ 193

6 Job-Related Forms

197

Project Startup Checklist.................. 200 Safety Agreement............................. 203 Jobsite Safety Checklist ................... 205 Jobsite Tool List ............................... 208 Vehicle Inspection Sheet .................. 211 Weekly Equipment Usage Log ........ 216 Field Change Report ........................ 219 Memorandum of Delay .................... 223 Potential Backcharge Notice............ 226 Delay Notice .................................... 229 Field Problem Report....................... 232 Project Closeout Checklist............... 235 Project Closeout Letter..................... 238 Final Project Punch List................... 240 Accident Report ............................... 242

7 Human Resource

Forms

247

Employment Application ................. 249 Employee Data Sheet....................... 252 Driving Record Verification ............. 255 Company Policy............................... 257 Employee Evaluation ....................... 261

8 Liens

265

Preliminary Notice of Lien .............. 267 Waiver of Lien on Material or Labor.. 271 Nonresponsibility Notice ................. 274 Conditional Waiver & Release of Lien upon Final Payment ............... 279 Unconditional Waiver & Release of Lien upon Final Payment........... 282

9 Office Forms

285

Master Tool List ............................... 287 Field Directory ................................. 290 Memorandum................................... 294 Jobsite Emergency Telephone Directory ........................................ 296 Fax Cover Sheet............................... 298 Transmittal Form.............................. 300

10 Bids & Proposals

303

Bid Comparison Sheet .................... 304 Project Proposal ............................... 308 Time & Materials Proposal .............. 313

11 Subcontractor Forms 319

Subcontractor Policy........................ 321 Subcontractor/Supplier Questionnaire ................................. 326 Subcontractor Insurance & W-9 Log ..................................... 329 Reminder Notice .............................. 331 Rejection Letter................................ 334

12 Timesheets

337

Time Management Worksheet ......... 339 Timesheet Category List .................. 342 Weekly Timesheet ............................ 344 Timesheet Detail .............................. 347

Index

351

CD File Names

1 Accounting Forms

Expense Report..................................ExpenseRpt Journal Entry Worksheet...................JrnalEntry Hourly Labor with Burden Rates......HrLbrBurdn Over/Under Billings Report..............OU_BilRprt Product Invoice..................................ProductInv Profit & Loss Report (P&L)..............ProfitLoss Time & Materials Log.......................TM_Log Vendor IRS Letter & W-9 Form..........................................VendorIRS

2 Change Order Forms

Change Order.....................................ChangeOrdr Subcontractor Change Order.............SubChgOrdr Time & Materials Change Order.....................................TM_ChgOrdr Change Order Log..............................ChgOrdrLog Change Order Transmittal.................ChgOrdTran

3 Contracts

Cost Plus Fixed Fee Contract............CstPlusFix Cost Plus Percentage Contract..........CstPlusPct Time & Materials Contract................TM_Cntract Prime Construction Contract.............PrimeConst Project Management Contract...........ProjctMgmt Subcontract Agreement. ....................SubAgreemt Contract Transmittal Letter...............ContrTrans Warranty.............................................. Warranty

4 Client Forms

First Contact Sheet.............................FirsContac Job Information Form........................JobInfo Acknowledgement of Proposal Acceptance........................................ PropAccept Neighborhood Notification Letter................................................. Neighborhd Bid Follow-up Letter.........................BidFolowUp Losing Bid Feedback Form...............LosingBid Client Satisfaction Survey & Company Evaluation.......................ClientEval Thank You Letter................................ThankYou

5 Estimating Forms

Bid Submittal Log..............................BidSubLog Quantity Sheet....................................QuantSheet New Home Estimate..........................NewHomeEst Remodel Estimate..............................RemodelEst Material Schedule..............................MatlSched

6 Job-Related Forms

Project Startup Checklist...................ProjStart Safety Agreement...............................SafeAgree Jobsite Safety Checklist.....................JobSafety Jobsite Tool List.................................JobTools Vehicle Inspection Sheet....................VehInspect Weekly Equipment Usage Log.........................................WkEquipUse Field Change Report..........................FieldChnge Memorandum of Delay......................MemoDelay Potential Backcharge Notice.............BkchrgNote Delay Notice.......................................DelayNote Field Problem Report.........................FieldProb Project Closeout Checklist................ProjClsList Project Closeout Letter......................ProjClsLetr Final Project Punch List....................FinalPunch Accident Report.................................Accident

7 Human Resource Forms

Employment Application...................EmplmntApp Employee Data Sheet.........................EmployData Driving Record Verification..............DrivRcdVer Company Policy.................................CompPolicy Employee Evaluation.........................EmployEval

8 Liens

Preliminary Notice of Lien................PreNtcLien Waiver of Lien on Material or Labor.............................WavLien_ML Nonresponsibility Notice...................NonRespble Conditional Waiver & Release of Lien upon Final Payment................CondLnRel Unconditional Waiver & Release of Lien upon Final Payment................UncndLnRel

9 Office Forms

Master Tool List.................................MasterTool Field Directory...................................FieldDirct Memorandum..................................... Memo Jobsite Emergency Telephone Directory........................................... JobEmergPh Fax Cover Sheet.................................FaxCover Transmittal Form................................TransmitFm

10 Bids & Proposals

Bid Comparison Sheet.......................BidCompare Project Proposal.................................ProjecProp Time & Materials Proposal...............TM_Prop

11 Subcontractor Forms

Subcontract Policy.............................SubPolicy Subcontractor/Supplier Questionnaire. .................................. SubSupQues Subcontractor Insurance & W-9 Log............................................SubInsurW9 Reminder Notice................................RemindNote Rejection Letter..................................RejectLtr

12 Timesheets

Time Management Worksheet...........TimeManage Timesheet Category List....................TimeCateg Weekly Timesheet..............................WeeklyTime Timesheet Detail................................TimeDetail

Introduction

"Paperwork never built anything." "It's a waste of time!" "The less, the better!"

That's how some contractors feel about keeping good records. If you agree and can't be convinced otherwise, there's not much we can do to help.

But the fact that you're reading this page means there's hope -- a chance that you'll join the majority of experienced construction professionals who understand what it takes to run a construction contracting business.

ImplementingGoodSystemsvs. LearningtheHardWay

Most of us learn by watching others. For example, apprentice carpenters learn to set a nail before driving it. But for many, it takes a good whack on the thumb to bring the lesson home. Painful mistakes can be the best teachers.

It's the same way with construction contracting. The most painful lesson can be the most instructive. Here's an example.

Every construction contractor has been asked to take a verbal change order. "Let's do it right. I don't care what it costs." Then when you've made the change, you may hear, "Who authorized that? Not me. And certainly not at that price!" Lesson learned: A simple form, used at the right time, can save thousands.

Introduction

Here's another example. Have you had an audit by your worker's compensation carrier lately? A worker's comp audit can make any construction contractor a believer in good records. No certificates of coverage from subcontractors? No time cards from your employees? No problem. Every insurance carrier knows exactly how to handle that -- and exactly how much to tack onto your next billing.

DoIttheEasyWay

Avoid the extra pain and expense. Get organized. Find and use a good set of forms designed for your business. You could do that even without this book. But this manual has the most complete, most practical set of forms available for the company you're running:

1. Good forms protect your company. Many contractors have trouble getting paid for extra work. Follow the change order procedure we recommend and you'll have the legal right to collect for every change -- no wiggle room.

2. Good forms identify you as a business professional. The forms on the disk in the back of this book can include your business name, address and company logo. Good forms put you in the league with heavy hitters who know the importance of making the best possible presentation. Estimates, proposals, change orders and invoices follow the same style -- they're a matching set. A polished image is a competitive advantage. Clients understand that you have your act together. Most clients may never see your office, but all will see your business forms, and may judge the quality of your work by the quality of your paperwork. If you can't even come up with a professional-looking form, can you come up with a professional-looking room addition? They might not want to chance it.

3. Good forms enforce office procedures. They force you and your staff to list, schedule, record, deduct, add, and follow established procedures. This creates consistency and accountability. It reduces errors and oversights, extending your control over both employees and customer relationships. A good form can make things happen automatically. No direct supervision needed. No creativity required.

4. Forms create a paper trail. Good forms make it hard for others to shift blame or legal responsibility. The higher the value of work, the greater your work volume, the more important your records become.

ConstructionFormsforContractors

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