Tag Archives: Contractor

Warning Letter to the Contractor for the Safety Norms

Sample letter to warn for not following safety norms during production, manufacturing, construction or any other site or project you have assigned. You can also warn the supplier for not following certain certifications.

Warning Letter To Contractor Against Violation Of Safety Norms

William Asbestos Co.,
United Kingdom,

Dear Contractor,

It is to inform you that it is a warning letter to you from the company’s side. The news has reached the company that you are not making the workers use the particular mask while working near asbestos. As Asbestos is a cancer causing product, we want to make sure that there is no harm to the workers at the end of the day to avoid litigation as well.

We want you to make sure that all the workers wear that particular mask while working near asbestos, otherwise the company will not be responsible for any claims or litigation whatsoever. Our manager will keep on reporting us about you. We hope that you take care next time.

Esso Construction Co.

Warning Letter to the Contractor for the Safety Norms


We have been informed that the work which is assigned to you have several violations as you know at the time of contract we have provided you with the requirements that must be fulfilled. But you are not properly following those rules.

So this is to make sure that if you will not follow all the rules for the safety of labor we will renew the contract with the other people who have better norms for the labor. As the government officials are concerned about the health and safety for the labor. So it’s a request that if the necessities are not fulfilled till tomorrow then we will seize your work


Warning Letter to the Contractor for the Safety Norms

The Contractor,
XYZ Firms.

Dear contractor,
It has been noticed by the firm that you or your laborers don’t care about your own safety and keep working in a very dangerous environment however, the firm thinks that this is unacceptable and that you should consider your and your workers safety first. The firm requires that you should follow the standard safety norms as best as you can. Safety norms include, all of your workers wearing a construction cap, Proper rope check before installing or using any heavy machines. Wear leather gloves when at work.

Please make sure that you and your workers follow these simple rules and ensure their safety as best as they can.

Thanking you,
Firm Manager,
XYZ Firms

Letter to Supplier for Delay in Payment

Sample Letter to Supplier for apologize due to Delay in Payment of project. letter for late payment to supplier or contractor from the company with excuse and Apology for Delay in Payment.

Letter to Supplier for Late Payment

Dear Smith and Brothers,

We are very pleased that the project of construction of bridge one km long on the across the shine river against our contract agreement has very satisfactorily completed by your company as per drawings and specifications within the stipulated time frame. As you know 80 percent payment of the said job has already been made to you.

Dear now due to non-receipt of the payment allotment to our office it seems that we will not be able to pay your firm the remaining 20 percent payment of the final bill. I am not feeling happy to inform such late payment but it is our departmental constraint. But one thing I assure you the correspondence regarding early issuance of the allotment letter with higher authorities is under way and it is hoped the same will issued in the next 10 to 15 days. Once again it is requested not to be disappointed due to this late payment and please keep in touch not creating any negative feelings about our department.

Yours sincerely,

Manager Finance

Letter Format for Delay in Payment

Dear Sir,

It is to inform you that we are continuously receiving short payments from your end from last 2 months. We are in extreme pressure from our credit control department for holding your supplies. Please update us about this, so we can update our finance department. Below is your break up of pending payment detail.

Short payment Aug’20XX = 3.0 Million
Payment against Sep ’16 supplies = 3.5 Million
Total = 6.5 Million

We are looking forward for prompt positive reply from your end. Account statement also attached for your viewing.


Hassan Tahir

Apology Letter to Supplier for Delay in Payment

ASUS Computers,
London, England, United Kingdom.

The Finance Manager,
Scottish Logistics Company,
Scotland, United Kingdom.

Dear Sir,

I feel remorse to state that your payment for the products which we have received the day before yesterday may be delayed this time by virtue of some financial problems of the company. As you have better knowledge among all of us, the sudden decline in the value of Pound Sterling has affected many business deals and also disturbed the financial budget of our company, adversely.

Furthermore, the company had ordered the supply of consignment before this month but unfortunately it needs time to pay full amount. Meanwhile, if we are able to pay full amount of order then we will do it in a jiffy.

Keeping in view the above mentioned circumstances and past years of working with our company, you are earnestly requested to please consider our request genuine and give time for the payment till next month.

With regards,

Peter Pounce

Delay in Making Payment Letter

M/s GYX Private Limited

Subject:  Delay in Payment

Dear Rafi Sahib,

We feel sorry to inform you that your last bill is delayed at our end due to non- availability of funds against the given head of account. We have applied to the concerned for more funds against the given head. As soon as new funds are allocated, we will process your bill so that you get your payment.

Best regards

Attique Ahmed
Tariq Corporation.

Letter to Supplier for Delay in Payment

Marlboro Companies,

Respected Supplier,

It is to inform you that I have still not received the amount for the product which I had supplied a few months back. I want you to pay me as soon as possible because it is a high time now. I shall be very thankful to you.

Your Contractor,

Adolf Hitler

Letter to Contractor to Stop Construction Work

Sample letter to contractor for asking to stop any further work on the project due to mismanagement, poor quality, poor work, structure problem etc.

Letter to Contractor to Stop Construction Work on Site

Dubai Construction Co.,
Dubai, UAE,

Respected Contractor,

The reason for my writing to you is that I want you to stop the construction of the building you are constructing. It is because I have lately discovered that the property sight will be used for the construction of a road by the government and the government is paying me the price I had always wanted to have. So, I want you to stop the work on the building immediately.



Letter to Stop the Work on Site

Dear respected sir,

With all due respect may I have your kind attention towards the ongoing construction work at the site of housing scheme near Baker Street, London.

As we are concerned about the quality of work and being answerable to our worthy clients it is our foremost priority to carry out the supervision of the construction work of best quality desired by our clients. According to our supervision staff at site it is concluded that the construction works’ quality is been getting worse day by day due to the unavailability of your technical staff at site.

We have observed the misalignment of some columns from the grid due to the error of your site staff. It has been forgiven one time but this could not be possible every day so it is better for our interest to shut off all the ongoing activities till further notice and decision by the management.

Since we have warned you before about this matter in the last meeting held at our office dated 12th September, 20XX but no action been taken in that regard from your side. So it was a very hard decision by the company to stop all the ongoing activities at site related to the execution of work. This decision has been taken after a very detailed meeting sessions regarding your poor quality of work execution.

So we will be grateful to you for stopping all the activities until further decision in this regard is made by the management of our company. We will be calling a site staff meeting in this regard to look in to the matter more briefly shortly as you’ll be also summoned for clarifications and improvement guarantees of the site work.

It is advised that a quick action may be taken in this regard to avoid more errors in the execution of the works.

Thanking you for your best cooperation and a quick action.

With Best regards,


Letter to Stop Construction Work

The Contractor,
XYZ Company.

it is stated that, upon orders from the higher authority you are hereby advised to stop any kind of construction work under your supervision effective immediately. The construction work is being stopped because of the rising pollution percentages in the construction areas. We are planning on using a more environment efficient and eco-friendly fueling system as soon as we can and aim to install it in all of our heavyweight machines that puff out smoke.

Until the new fueling system is implemented you are instructed to stop the construction work and wait until further orders.
Thanking you,
XYZ Company

Contractor Letter of Authorization

Sample letter to authorization to contractor for approval and agreement of construction work. Sample authorization letter for contractor for further contracts and agreements with other companies or contractors on behalf of site owner.

Contractor Letter of Identification/Authorization

Breeze & Co.
The Contractor
Zeus Builders, London

Subject: Contractor Letter of Authorization

Dear Mr. Anil

It is a pleasure to inform you that the chief Executive of our company Mr. David has authorized you and your company Zeus Builders to start the work at the given sight.

The map has been uploaded to your website. The architecture has been finalized and the company is waiting for some representative from your side for further discussion on it.

As you were the lowest bidders so the company has decided to increase your profit to 1.5%.

You are directed to inspect the building sight within seven days after the date you receive this letter and inform us so that further negotiations can be done on both sides.

Thank you for your time. Please feel free to contact our HR department for any quires.


James Anderson
HR Executive

Authorization Letter to Contractor

Dear Sir,

With reference to the meeting held at your good office on 21, September, 20XX it is to have your attention towards the rates submitted by your company for the execution of construction work at the prescribed site. However it was discussed very briefly in the meeting that the execution rates will be up to the market prices so that the Contractor agrees to the terms and condition and does not bear any loss while carrying out the work.

As it is stated earlier that you submitted the execution rates quotation to us after that meeting. We have been reviewing those rates in comparison to the market rates that we will pay for the material and keeping in view the margin held by the supplier from a week.

After a detailed comparison and our projected cost during this work period regarding the construction work we have come to an accord with your submitted rates. It is more than agreed and happily approved.

We are pleased to notify you that we agrees to your provided rates of execution work and we are obliged and excited to work with you on this project. The rates of execution provided are authorized and approved and we can move forward to further necessary action from your side to start the work as soon as possible.

Looking forward to a quick agreement from your side and hoping that we can take over the work at the earliest in order to overcome any delay caused by the latency.

Thanking you and assuring you our best professional services at any time.


Core Construction Company

Contractor Letter of Authorization

The Municipal Committee.

I am contractor who has been working for quite a few years now, I have always been given projects to build however, and I wanted to do something new. I wanted to work on my very own contracts and make sure that I grow myself as a contractor therefore; I have made my own firm in your area. Our first project is to cover the sanitation problems that occur in your area, for that I have been asked to get an authorization letter from you stating that you have officially permitted me to start my construction work here.

All I ask from you now is to kindly grant me an authorization letter so that I can start working as soon as I can.

Thanking you,

Letter to Contractor for the Renewal of Performance Bond Guarantee

Sample letter for renewal of performance bond guarantee to the contractor and supplier of site projects. Agreement renewal letter with contractor for extension of contract template.

Letter to Contractor for Renewal of Agreement

Dear Sir,

This is to have your kind attention about the renewal of performance bond guarantee no. 8237348129 dated 23rd March, 20XX is expiring on 4th September, 20XX. As the extension of the contract agreement for one more year is approved by the client so it is necessary to renew the performance guarantee in time before expiry. As per the contract agreement you are bound to renew this guarantee twenty eight days prior to guarantee expiry. It is therefore advised to renew this performance guarantee 28 days prior to its expiry and be submitted to the concerned authority’s office. A quick action in this regard will be highly appreciated.

Thanking you in anticipation of a quick action.

Project Director,
Consulting Engineers

Letter to Contractor for the Renewal of Performance Bond Guarantee

M/s Amjad Builders,
Johar Town, Lahore

Subject: Renewal of Performance Bond Guarantee

Dear Amjad Sb,

It is hereby informed that Performance Bond Guarantee of your firm is going to expire on the end of current month. It is requested to please proceed for its renewal so that you can keep working with us for our upcoming projects.

I have deputed Mr. Attique in our head office to help you in this regard so that you get it done without any problems.

General Manager

AZ Communications

Letter for the Renewal of Performance Bond

The Contractor,
XYZ Bank.

Mr. Contractor,
You are hereby advised to please renew your performance bond, also known as contract bond, which was issued to you by the bank ensuring completion of your project on time. The previous bond was valid for two years and has now expired. Therefore, please submit new completion bonds as soon as you can with updated contract completion dates.

Thank you,
Bank Manager,
XYZ Bank