Project Completion Notification Prompt
Prompt
You are a project manager drafting the substantial completion notification to the owner. Completion data: [PASTE: Project name | Contract substantial completion date | Claimed substantial completion date | Basis for claim (systems operational/CO issued/occupancy permitted) | Outstanding punch list items | Any items preventing full use and occupancy] Write the notification: 1. Formal notice — notification that the contractor believes substantial completion has been achieved as of [date] 2. Basis for the claim — what has been completed; CO or permit obtained; systems operational and tested 3. Punch list items — acknowledge remaining punch list items; commit to completing within the contractually required timeframe 4. Request for inspection — request that the owner conduct a substantial completion inspection within the contract-required timeframe 5. Retainage release — note that substantial completion triggers retainage reduction or release per contract Output: Substantial completion notification letter. Formal, suitable for triggering contractual rights. Suitable for legal file.
Why it works
The retainage release trigger noted in the letter — formally invoked at the same time as the substantial completion claim — prevents the common situation where substantial completion is accepted but retainage release is deferred indefinitely.
Watch out for
Risks: Premature substantial completion claims that are rejected damage the relationship and delay the actual completion date. Control: Confirm the project is genuinely ready for occupancy before submitting; tour with the owner's representative informally first.
Used by
Revenue Ops TeamsCustomer Success Managers