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NEC4 Completion Certificate Request Letter

Written from experience on CTRL, Crossrail and Network Rail

This NEC4 completion certificate request letter tells the Project Manager that the works, or a section of them, have reached Completion, and asks them to certify it under clause 30.2. It also lists outstanding items, explains why they do not prevent use, and asks about take over under clause 35.

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  • Fills in: The letter, from the event or matter you describe, with the contract clauses set out.
  • Stays [TO CONFIRM]: Contract number, Project Manager, dates and amounts.
  • A competent person must review before use.
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  • Word document (.docx)
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Template

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  • Word document (.docx)
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  • Use on any project

Prices exclude VAT: UK customers pay 20% VAT; VAT is not charged for customers outside the UK.All documents are drafts. Placeholders marked [TO CONFIRM] must be completed with your details. Check it against your contract before it’s sent.

What it's for

The date of Completion matters. It affects delay damages (where Option X7 applies), the defect correction periods and when the Client takes over the works. This letter sets out your case for Completion against the definition in clause 11.2(2), so the date is decided promptly and on the evidence.

When you need it

When you believe the works or a section are complete: the work the Scope requires by the Completion Date has been done, and no notified Defect remains that would stop the Client using the works or Others doing their work.

Who signs it

A director or the contractor’s project manager.

What's inside

  • Notice of the date you consider Completion was reached
  • A request to certify Completion within one week (clause 30.2)
  • A table of outstanding items and why each does not prevent use
  • Confirmations for Hold Points, health and safety file information, the O&M file and the snagging list
  • A note to check whether the Scope makes documents part of Completion
  • A request for take over arrangements (clause 35)

FAQ

When does the Client take over the works?
No later than two weeks after Completion. The Project Manager certifies the date of take over within one week of it (clause 35).
Can I claim Completion with snags outstanding?
Only if every outstanding item is a Defect that doesn’t stop the Client using the works or Others doing their work. All work the Scope requires by Completion must be done (clause 11.2(2)). The letter asks you to explain each item.
What if the Scope requires the O&M manual first?
Then it is part of Completion and must be delivered before Completion can be certified.
What is [TO CONFIRM]?
Details only you know: the contract number, the Project Manager’s name, dates and amounts. We never guess these. They appear as highlighted [TO CONFIRM] placeholders, and the letter opens with a list of every one, so you can complete them before it’s sent.
Can I edit the document?
Yes. Both options are Word documents you can edit freely.
Do I still need to review it?
Yes. A competent person must check every document against the actual site and works before it is used. ClarusDocs gives you a complete first draft, not a substitute for that check.

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