The following 30 draft letters are critical for ensuring compliance with contractual obligations, facilitating seamless project execution, and preventing disputes in NHAI/MoRTH highway projects under Engineering, Procurement, and Construction (EPC), Hybrid Annuity Model (HAM), or Build-Operate-Transfer (BOT) contracts. These letters cover the entire project lifecycle, from inception through construction, completion, Defect Liability Period (DLP), and Operation and Maintenance (O&M) phases, addressing all key aspects, including site handover, approvals, non-compliances, measurements, reporting, claims, safety, quality, insurance, traffic management, environmental compliance, and final closure. Each letter references relevant clauses from the EPC Agreement (with fallbacks for HAM/BOT), Terms of Reference (ToR), and MoRTH/IRC guidelines, incorporating digital integration, accessibility, data privacy, climate resilience, and risk mitigation to align with best practices as of June 10, 2025.
Table of Contents
Letter 1: Notice of Project Commencement and Request for Encumbrance-Free Site Handover
Subject: Notice of Project Commencement and Request for Encumbrance-Free Site Handover
Reference: EPC Agreement Clause 10.1 (Commencement of Works), Clause 8.1 (Site Handover), Clause 16 (Force Majeure), Schedule-A (Site Details); ToR Section [X] (Site Access Obligations); MoRTH Circular on Land Acquisition (2023); [HAM/BOT: Clause [Z.1] (Site Handover)]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU, District Authorities, Local Community Representatives]
Dear Sir/Madam,
As per Clause 10.1 of the EPC Agreement [or HAM/BOT Clause [Z.1]], we issue formal notice of project commencement for [Project Name] effective from [Commencement Date]. Pursuant to Clause 8.1 and Schedule-A, the Authority is obligated to provide an encumbrance-free site to enable uninterrupted execution of works.
We request confirmation within [7/14 days, as per contract] that the site is free from encumbrances, including:
- Land acquisition disputes
- Utility obstructions (e.g., water, electricity, telecom, gas)
- Environmental, forest, and wildlife clearances
- Legal or community impediments
Please provide:
- Site Handover Certificate, signed by the Authority and district authorities.
- Status report on land acquisition and clearances, per ToR Section [X] and MoRTH Circular (2023).
- Resolution timeline for any pending encumbrances, accounting for potential force majeure events (Clause 16).
Non-compliance may trigger Extension of Time (EOT) or cost claims under Clause 10.4, risking disputes. We are coordinating with stakeholders to expedite handover. This letter is available in [regional language, e.g., Hindi] and accessible formats (e.g., WCAG 2.1 compliant), per NHAI Guidelines on Accessibility (2023), and complies with Digital Personal Data Protection Act, 2023 for secure transmission.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Site Encumbrance Checklist, Risk Register Extract
Letter 2: Request for Approval of Contractor’s Work Program
Subject: Request for Review and Approval of Contractor’s Work Program
Reference: EPC Agreement Clause 10.2 (Work Program Submission), Clause 12 (Variations), Schedule-J (Project Completion Schedule), Schedule-K (Key Dates); ToR Section [Y] (Program Review); IRC:SP:84-2019; [HAM/BOT: Clause [Z.2] (Work Program)]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU]
Dear Sir/Madam,
As per Clause 10.2 of the EPC Agreement [or HAM/BOT Clause [Z.2]], the contractor submitted the Work Program for [Project Name] on [Submission Date], detailing sequence, timeline, and resources aligned with Schedule-J and Schedule-K, accounting for potential variations (Clause 12).
Our review, per ToR Section [Y] and IRC:SP:84-2019, confirms:
- Critical path activities and float analysis
- Resource histograms (manpower, equipment, materials)
- Compliance with Key Dates (KD1–KDn)
- Climate-resilient scheduling (e.g., monsoon adjustments, per MoRTH Circular 2023)
We request approval within [14/21 days] to enable timely commencement. Comments or revisions should be provided promptly to avoid EOT claims under Clause 10.4. Enclosed are the Work Program, review report, and digital copy on NHAI’s Data Lake. This letter is available in accessible formats upon request.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Work Program, Review Report
Letter 3: Notification of Non-Compliance with Encumbrance-Free Site Obligations
Subject: Notification of Non-Compliance with Encumbrance-Free Site Handover
Reference: EPC Agreement Clause 8.1 (Site Handover), Clause 10.4 (Extension of Time), Clause 16 (Force Majeure), Schedule-A (Site Details); ToR Section [X] (Site Access); MoRTH Circular on Land Acquisition (2023); [HAM/BOT: Clause [Z.1]]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU, District Authorities, Community Leaders]
Dear Sir/Madam,
Following our letter dated [Previous Letter Date], the site for [Project Name], per Schedule-A, remains encumbered as of [Current Date]. Issues include:
- [e.g., Pending land acquisition for [X] km]
- [e.g., Utility obstructions at [Location]]
- [e.g., Environmental clearance delays]
Under Clause 8.1 [or HAM/BOT Clause [Z.1]], the Authority must provide an encumbrance-free site. This non-compliance, potentially exacerbated by force majeure events (Clause 16), risks EOT or cost claims under Clause 10.4. We request resolution by [7/14 days] and submission of:
- Updated Site Handover Certificate
- Action plan with timelines
- Compliance status per ToR Section [X]
Enclosed are inspection reports, geotagged photos, and Risk Register updates. Continued delays may escalate disputes. We are coordinating with stakeholders, per NHAI Guidelines on Data Privacy (2023) and Accessibility (2023).
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Inspection Reports, Geotagged Photos, Risk Register Extract
Letter 4: Request for Approval of Contractor’s Design Submissions
Subject: Request for Review and Approval of Contractor’s Design Submissions
Reference: EPC Agreement Clause 2.5 (Review and Approval of Design), Clause 6.1–6.5 (Design Obligations), Clause 12 (Variations), Schedule-D (Technical Specifications); ToR Section [Z] (Design Review); IRC:SP:84-2019; [HAM/BOT: Clause [Z.3] (Design Approval)]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU]
Dear Sir/Madam,
As per Clause 2.5 of the EPC Agreement [or HAM/BOT Clause [Z.3]], the contractor submitted design documents for [Project Name] on [Submission Date], including [e.g., GAD, structural drawings, drainage designs], per Clause 6.1–6.5 and Schedule-D, accounting for potential variations (Clause 12).
Our review, per ToR Section [Z] and IRC:SP:84-2019, confirms compliance with:
- MoRTH Specifications (5th Revision)
- Safety standards (e.g., IRC:SP:99-2013, IRC:67-2022)
- Design Basis Report (DBR) and climate-resilient design (e.g., flood-resistant drainage)
We request approval within [14/21 days] to enable construction. Comments should be provided promptly to avoid EOT claims under Clause 10.4. Enclosed are the design documents, DBR, review report, and digital copy on NHAI’s Data Lake. This letter is available in [regional language] upon request.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Design Documents, DBR, Review Report
Letter 5: Notification of Non-Conformance by Contractor
Subject: Notification of Non-Conformance and Request for Rectification
Reference: EPC Agreement Clause 13.1 (Quality Assurance), Clause 14.7 (Withholding Payment), Schedule-K (Performance Standards); ToR Section [W] (Quality Supervision); MoRTH Section 900; IRC:SP:92-2010; [HAM/BOT: Clause [Z.14] (Quality)]
To: [Contractor Name, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Authority Name, PIU, Independent Quality Monitors]
Dear Sir/Madam,
During our inspection on [Inspection Date] for [Project Name] at [Location], we identified non-conformance with contractual obligations, per Clause 13.1 and Schedule-K. Issues include:
- [e.g., Pavement layer thickness below ±10 mm, per MoRTH Section 900]
- [e.g., Subgrade compaction failure, per IRC:SP:92-2010]
- [e.g., Missing safety signage, per IRC:SP:55-2015]
These violations risk payment withholding under Clause 14.7. We request rectification within [7/14 days] and a corrective action plan:
- Root cause analysis
- Rectification measures
- Revised quality controls
Enclosed are the Non-Conformance Report (NCR), geotagged photos, and test results. Non-compliance may escalate to penalties, per ToR Section [W]. Confirm receipt and act to avoid disputes.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: NCR, Geotagged Photos, Test Results, Risk Register Extract
Letter 6: Request for Joint Measurement for Interim Payment Certificate (IPC)
Subject: Request for Joint Measurement for Interim Payment Certificate (IPC)
Reference: EPC Agreement Clause 14.2 (Measurement and Payment), Clause 14.3 (Interim Payment Certificate), Clause 12 (Variations), Schedule-H (Payment Schedule); ToR Section [V] (Payment Verification); IRC:SP:113-2018; [HAM/BOT: Clause [Z.4] (Payments)]
To: [Contractor Name, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Authority Name, PIU]
Dear Sir/Madam,
As per Clause 14.2 of the EPC Agreement [or HAM/BOT Clause [Z.4]], we propose a joint measurement for [Project Name] to verify quantities executed from [Start Date] to [End Date] for the [Xth] IPC, per Clause 14.3, Schedule-H, and potential variations (Clause 12).
The measurement will cover:
- Earthwork (e.g., excavation, embankment)
- Pavement layers (e.g., GSB, WMM, DBM, BC)
- Structures (e.g., foundations, abutments, deck slabs)
- Road furniture and utilities (e.g., signage, drainage)
Confirm availability for [Proposed Date(s)] at [Time] at [Location], using tools per MoRTH Specifications (e.g., Auto Level, Total Station). Submit supporting documents (e.g., level books, cross-section sheets) per ToR Section [V]. Enclosed is the measurement schedule. Accurate measurements prevent payment disputes.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Measurement Schedule
Letter 7: Submission of Monthly Progress Report (MPR)
Subject: Submission of Monthly Progress Report (MPR) for [Month, Year]
Reference: EPC Agreement Clause 18 (Progress Reports), Schedule-Q (Reporting Requirements); ToR Section [U] (Reporting Obligations); MoRTH Circular on Digital Documentation (2023); IRC:SP:108-2015; [HAM/BOT: Clause [Z.5] (Reporting)]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU, Community Representatives]
Dear Sir/Madam,
As per Clause 18 and Schedule-Q of the EPC Agreement [or HAM/BOT Clause [Z.5]], we submit the MPR for [Project Name] for [Month, Year], per ToR Section [U]. The MPR includes:
- Physical progress (% completion, milestone status)
- Financial progress (cumulative, monthly expenditure)
- S-curves and Earned Value Analysis (EVA)
- Quality, safety, environmental, and social compliance (NCRs, EMP, grievances)
- Geotagged photos, site logs, and Risk Register updates
- Issues and mitigation plans (e.g., utility delays)
Highlights: [e.g., 85% earthwork completed, environmental compliance per IRC:SP:108-2015]. The MPR is uploaded to NHAI’s Data Lake and available in [regional language] upon request. Provide feedback within [7/14 days] to prevent reporting disputes.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: MPR, Risk Register Extract
Letter 8: Request for Extension of Time (EOT) Assessment
Subject: Request for Assessment of Contractor’s Extension of Time (EOT) Claim
Reference: EPC Agreement Clause 10.4 (Extension of Time), Clause 8.1 (Site Handover), Clause 16 (Force Majeure); ToR Section [T] (Delay Analysis); IRC:SP:84-2019; [HAM/BOT: Clause [Z.6] (EOT)]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU]
Dear Sir/Madam,
The contractor for [Project Name] submitted an EOT claim on [Submission Date], citing delays due to [e.g., encumbrances, force majeure], per Clause 8.1 or 16. Per Clause 10.4 and ToR Section [T], we are assessing the claim.
Findings:
- Delay duration: [X days]
- Cause(s): [e.g., Land acquisition, monsoon impacts]
- Critical path impact: [e.g., Affects Key Date KD2]
- Evidence: [e.g., Site reports, correspondence]
We request your input within [14 days] on claim validity, including documentation. Enclosed is our interim Time Impact Analysis report. Prompt resolution aligns with Schedule-J and prevents disputes. Available for MRM discussions.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Interim Delay Analysis Report, Risk Register Extract
Letter 9: Notification of Safety Non-Compliance in Work Zone
Subject: Notification of Safety Non-Compliance and Request for Immediate Action
Reference: EPC Agreement Clause 10.9 (Safety During Construction), Schedule-L (Safety Requirements); ToR Section [S]; IRC:SP:55-2015, IRC:67-2022; [HAM/BOT: Clause [Z.7] (Safety)]
To: [Contractor Name, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Authority Name, PIU, Traffic Police, Emergency Services]
Dear Sir/Madam,
During our safety audit on [Audit Date] for [Project Name] at [Location], we identified non-compliance with Clause 10.9, Schedule-L, and IRC:SP:55-2015, per ToR Section [S]. Issues include:
- [e.g., Inadequate barricading at [Location]]
- [e.g., Missing retro-reflective signage, per IRC:67-2022]
- [e.g., Insufficient nighttime lighting]
These violations endanger road users and workers, risking penalties under Clause 14.7. Rectify within [3/7 days] and submit a corrective plan:
- Mitigation measures
- Safety training enhancements
- Traffic management revisions
Enclosed are the Safety NCR and geotagged evidence. Confirm receipt and comply to avoid escalation and disputes, per NHAI Guidelines on Data Security (2023) and Accessibility (2023).
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Safety NCR, Geotagged Photos, Audit Report, Risk Register Extract
Letter 10: Recommendation for Provisional Completion Certificate
Subject: Recommendation for Issuance of Provisional Completion Certificate for [Project Name]
Reference: EPC Agreement Clause 17.3 (Provisional Certificate), Clause 14.1–14.4 (Tests on Completion), Schedule-L; ToR Section [R] (Completion Certification); MoRTH Section 900; IRC:SP:108-2015; [HAM/BOT: Clause [Z.8] (Provisional Completion)]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU, Community Representatives]
Dear Sir/Madam,
Following construction completion and testing for [Project Name] on [Test Date], per Clause 14.1–14.4 and Schedule-L, we recommend issuing a Provisional Completion Certificate under Clause 17.3, per ToR Section [R].
Findings:
- Pavement and structures comply with Schedule-K and MoRTH Specifications.
- Safety devices meet IRC:SP:99-2013 standards.
- Minor punch list items (e.g., [specify]) remain, due by [Date].
- Environmental and social compliance verified, per IRC:SP:108-2015 and NHAI’s R&R Policy.
Enclosed are test reports, punch list, and as-built drawings on NHAI’s Data Lake. The project is substantially complete, ready for operation, pending punch-list resolution. Issue the certificate to initiate DLP and avoid disputes.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Test Reports, Punch List, As-Built Drawings
Letter 11: Notification of Utility Shifting Delays
Subject: Notification of Delays in Utility Shifting and Request for Action
Reference: EPC Agreement Clause 11.8 (Utility Shifting), Clause 10.4 (Extension of Time); ToR Section [P] (Utility Coordination); MoRTH Guidelines on Utility Shifting (2022); [HAM/BOT: Clause [Z.9] (Utilities)]
To: [Utility Department Name, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Authority Name, Contractor, PIU]
Dear Sir/Madam,
Utility shifting for [Project Name] at [Location] is delayed as of [Date], impacting progress. Per Clause 11.8 and MoRTH Guidelines (2022), timely relocation is required. Issues:
- [e.g., Power lines at [Section]]
- [e.g., Water pipeline approval at [Location]]
- Impact: [e.g., X days delay to critical path]
Delays may trigger EOT claims under Clause 10.4. We request:
- Updated shifting schedule by [Date]
- Action plan with timelines
- Approval status per ToR Section [P]
Enclosed are progress reports and GIS maps. Act within [7/14 days] to prevent disputes. We are coordinating with stakeholders, per NHAI Guidelines on Data Privacy (2023).
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Progress Reports, GIS Maps, Risk Register Extract
Letter 12: Request for Environmental Clearance Status
Subject: Request for Status Update on Environmental Clearances
Reference: EPC Agreement Clause 8.1 (Site Handover), Clause 10.4 (Extension of Time); ToR Section [Q] (Environmental Compliance); MoEFCC EIA Notification, 2006 (Amended 2020); IRC:SP:108-2015; [HAM/BOT: Clause [Z.1]]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU, Forest/Wildlife Department]
Dear Sir/Madam,
Per Clause 8.1, the Authority must secure environmental clearances for [Project Name]. Clearances for [Section/Site] remain pending as of [Date], per ToR Section [Q] and MoEFCC EIA Notification. Issues:
- [e.g., Forest clearance for [X] hectares]
- [e.g., Wildlife clearance at [Location]]
Delays risk EOT claims under Clause 10.4. We request:
- Status update by [Date]
- Clearance issuance timeline
- Supporting documents
Enclosed are site reports and Risk Register extract. Provide updates within [7/14 days] to avoid disputes. We are coordinating with agencies to expedite resolution.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Site Reports, Risk Register Extract
Letter 13: Recommendation for Final Completion Certificate
Subject: Recommendation for Issuance of Final Completion Certificate for [Project Name]
Reference: EPC Agreement Clause 17.4 (Completion Certificate), Clause 14.1–14.4 (Tests on Completion), Schedule-K; ToR Section [R]; IRC:SP:84-2019; [HAM/BOT: Clause [Z.10] (Final Completion)]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU, Community Representatives]
Dear Sir/Madam,
Following resolution of all punch-list items and verification of Tests on Completion for [Project Name], per Clause 14.1–14.4 and Schedule-K, we recommend issuing the Final Completion Certificate under Clause 17.4, per ToR Section [R].
Findings:
- Works comply with IRC:SP:84-2019 and MoRTH Specifications.
- Safety and environmental standards met, per IRC:SP:99-2013 and IRC:SP:108-2015.
- As-built documentation archived on NHAI’s Data Lake.
Enclosed are test reports, as-built drawings, and closure evidence. Issue the certificate to formalize completion and initiate full DLP, avoiding disputes.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Test Reports, As-Built Drawings, Punch-List Closure
Letter 14: Notification of Non-Compliance During Defect Liability Period (DLP)
Subject: Notification of Non-Compliance During DLP and Request for Rectification
Reference: EPC Agreement Clause 18.1–18.4 (Defects Liability Period), Schedule-K; ToR Section [O] (DLP Monitoring); IRC:SP:55-2015; [HAM/BOT: Clause [Z.11] (DLP)]
To: [Contractor Name, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Authority Name, PIU, Community Representatives]
Dear Sir/Madam,
During our DLP inspection on [Inspection Date] for [Project Name] at [Location], we identified defects non-compliant with Clause 18.1–18.4 and Schedule-K, per ToR Section [O]. Issues:
- [e.g., Pavement cracking at [Section], per IRC:SP:55-2015]
- [e.g., Blocked drainage at [Location]]
- [e.g., Damaged crash barrier at [Point]]
Rectify within [7/14 days] and submit a corrective plan:
- Defect analysis
- Rectification measures
- Maintenance schedule
Enclosed are the DLP NCR, geotagged photos, and Risk Register extract. Non-compliance may delay the Final Handback Certificate and Performance Security release under Clause 10.4. Confirm receipt and act to avoid disputes.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: DLP NCR, Geotagged Photos, Inspection Report, Risk Register Extract
Letter 15: Recommendation for Final Closure and Performance Security Release
Subject: Recommendation for Final Closure and Release of Performance Security for [Project Name]
Reference: EPC Agreement Clause 10.4 (Performance Security), Clause 18.1–18.4 (DLP), Clause 17.9 (Final Handback); ToR Section [N] (Final Closure); NHAI Guidelines on Data Archiving (2023); [HAM/BOT: Clause [Z.12] (Closure)]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU, Community Representatives]
Dear Sir/Madam,
Following successful completion of the 730-day DLP for [Project Name], per Clause 18.1–18.4, we recommend issuing the Final Handback Certificate and releasing the Performance Security under Clause 10.4, per ToR Section [N].
Findings:
- Defects rectified, per Schedule-K and IRC:SP:55-2015.
- As-built documentation and O&M manuals archived, per NHAI Guidelines (2023).
- Environmental and social compliance verified, per IRC:SP:108-2015 and NHAI’s R&R Policy.
- Community feedback addressed.
Enclosed are the Final Closure Report, DLP logs, and stakeholder feedback. A handover workshop is scheduled for [Date]. Issue the certificate and release security to close the project, avoiding disputes.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Final Closure Report, DLP Logs, Stakeholder Feedback
Letter 16: Notification of Contractor’s Mobilization Status
Subject: Notification of Contractor’s Mobilization Status and Request for Confirmation
Reference: EPC Agreement Clause 10.3 (Mobilization), Clause 8.1 (Site Handover); ToR Section [M] (Mobilization Oversight); IRC:SP:84-2019; [HAM/BOT: Clause [Z.13] (Mobilization)]
To: [Contractor Name, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Authority Name, PIU]
Dear Sir/Madam,
As per Clause 10.3 of the EPC Agreement [or HAM/BOT Clause [Z.13]], the contractor must mobilize resources for [Project Name] post-site handover on [Date]. Our inspection on [Inspection Date] indicates:
- [e.g., Partial mobilization: X workers, Y equipment at [Location]]
- [e.g., Pending mobilization: [Resources] due to [Reason]]
- Compliance status: [e.g., Partial, per IRC:SP:84-2019]
Confirm full mobilization by [7/14 days] and submit:
- Mobilization plan update
- Resource deployment schedule
- Compliance evidence per ToR Section [M]
Incomplete mobilization risks EOT disputes under Clause 10.4. Enclosed are inspection reports and Risk Register extract. Confirm receipt and act promptly.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Inspection Reports, Risk Register Extract
Letter 17: Request for Approval of Contractor’s Quality Assurance Plan
Subject: Request for Review and Approval of Contractor’s Quality Assurance Plan
Reference: EPC Agreement Clause 13.1 (Quality Assurance), Schedule-K (Performance Standards); ToR Section [L] (Quality Oversight); IRC:SP:92-2010; MoRTH Section 900; [HAM/BOT: Clause [Z.14] (Quality)]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU, Independent Quality Monitors]
Dear Sir/Madam,
As per Clause 13.1 of the EPC Agreement [or HAM/BOT Clause [Z.14]], the contractor submitted the Quality Assurance Plan (QAP) for [Project Name] on [Submission Date], detailing quality control processes, per Schedule-K and IRC:SP:92-2010.
Our review, per ToR Section [L], confirms:
- Material testing protocols
- Inspection and audit schedules
- Compliance with MoRTH Specifications (5th Revision)
- Risk mitigation for quality issues
We request approval within [14/21 days] to enable quality implementation. Comments should be provided promptly to avoid delays. Enclosed are the QAP, review report, and digital copy on NHAI’s Data Lake. This letter is available in accessible formats.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: QAP, Review Report
Letter 18: Notification of Land Acquisition Disputes Affecting Progress
Subject: Notification of Land Acquisition Disputes and Request for Resolution
Reference: EPC Agreement Clause 8.1 (Site Handover), Clause 10.4 (Extension of Time), Clause 16 (Force Majeure); ToR Section [K] (Site Access); MoRTH Circular on Land Acquisition (2023); [HAM/BOT: Clause [Z.1]]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU, District Authorities, Community Leaders]
Dear Sir/Madam,
We report ongoing land acquisition disputes for [Project Name] at [Location] as of [Date], impacting progress, per Clause 8.1. Issues:
- [e.g., Community protests at [Section]]
- [e.g., Legal disputes over [X] hectares]
- Impact: [e.g., X days delay to critical path]
These disputes, potentially linked to force majeure (Clause 16), risk EOT claims under Clause 10.4. We request:
- Dispute resolution status by [Date]
- Action plan with timelines
- Stakeholder engagement report per ToR Section [K]
Enclosed are site reports, geotagged photos, and Risk Register extract. Resolve within [7/14 days] to prevent disputes. We are coordinating with stakeholders, per NHAI Guidelines on Accessibility (2023).
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Site Reports, Photos, Risk Register Extract
Letter 19: Request for Third-Party Safety Audit Facilitation
Subject: Request for Facilitation of Third-Party Safety Audit
Reference: EPC Agreement Clause 10.9 (Safety Standards), Schedule-L; ToR Section [S]; IRC:SP:88-2019, IRC:SP:55-2015; NHAI Guidelines on Road Safety Audits (2022); [HAM/BOT: Clause [Z.7]]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU, Third-Party Auditor]
Dear Sir/Madam,
As per Clause 10.9, Schedule-L, and ToR Section [S], a third-party safety audit is required for [Project Name] at [Stage, e.g., Detailed Design/Pre-Completion], per IRC:SP:88-2019 and NHAI Guidelines (2022).
We request:
- Appointment of auditor by [Date]
- Audit schedule confirmation for [Date]
- Support for access and documentation
The audit will cover [e.g., work zone safety, signage, traffic management]. Enclosed is our preliminary safety report and Risk Register extract. Facilitation ensures compliance and prevents safety-related disputes. We are coordinating with the contractor to prepare.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Preliminary Safety Report, Risk Register Extract
Letter 20: Request for Multi-Party Review Meeting for Complex Issues
Subject: Request for Multi-Party Review Meeting to Address Complex Project Issues
Reference: EPC Agreement Clause 11.1 (Coordination), Clause 3.1 (Role of AE/CSC), Clause 16 (Force Majeure); ToR Section [J] (Stakeholder Coordination); IRC:SP:84-2019; [HAM/BOT: Clause [Z.15] (Coordination)]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU, Utility Agencies, District Authorities, Police]
Dear Sir/Madam,
Complex issues affecting [Project Name] require urgent stakeholder coordination, per Clause 11.1 and ToR Section [J]. Issues include:
- [e.g., Utility shifting delays at [Location]]
- [e.g., Community disputes over [Issue]]
- [e.g., Safety concerns at [Section], potentially force majeure-related]
We propose a Multi-Party Review Meeting on [Proposed Date] at [Time] at [Location/Virtual Platform] to:
- Discuss issues and solutions
- Assign responsibilities
- Set resolution timelines
Enclosed is a draft agenda and Risk Register extract. Confirm attendance and provide platform access per NHAI Guidelines (Accessibility, 2023). Prompt coordination prevents disputes and aligns with project goals.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Draft Agenda, Risk Register Extract
Letter 21: Notification of Quality Test Failure
Subject: Notification of Quality Test Failure and Request for Corrective Action
Reference: EPC Agreement Clause 13.1 (Quality Assurance), Clause 14.7 (Withholding Payment), Schedule-K; ToR Section [W]; MoRTH Section 900; IRC:SP:92-2010; [HAM/BOT: Clause [Z.14]]
To: [Contractor Name, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Authority Name, PIU, Independent Quality Monitors]
Dear Sir/Madam,
During quality testing on [Test Date] for [Project Name] at [Location], we identified test failures non-compliant with Clause 13.1 and Schedule-K, per MoRTH Section 900 and IRC:SP:92-2010. Failures include:
- [e.g., Bituminous mix failing Marshall stability test]
- [e.g., Concrete cube strength below specified M40 grade]
- [e.g., Granular sub-base failing CBR test]
These failures risk payment withholding under Clause 14.7. We request:
- Retesting and rectification within [7/14 days]
- Corrective action plan, including retesting protocol
- Revised quality control measures
Enclosed are test reports, geotagged photos, and Risk Register extract. Confirm receipt and comply to avoid disputes, per ToR Section [W].
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Test Reports, Geotagged Photos, Risk Register Extract
Letter 22: Request for Approval of Material Sources
Subject: Request for Review and Approval of Contractor’s Material Sources
Reference: EPC Agreement Clause 13.1 (Quality Assurance), Schedule-K; ToR Section [W]; MoRTH Section 900; IRC:SP:92-2010; [HAM/BOT: Clause [Z.14]]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU]
Dear Sir/Madam,
As per Clause 13.1 of the EPC Agreement [or HAM/BOT Clause [Z.14]], the contractor submitted a proposal for material sources (e.g., quarries, borrow areas) for [Project Name] on [Submission Date], per Schedule-K and MoRTH Section 900.
Our review, per ToR Section [W] and IRC:SP:92-2010, confirms:
- Source compliance with material specifications (e.g., aggregates, sand)
- Environmental clearances for quarries/borrow areas
- Accessibility and capacity for project needs
We request approval within [14/21 days] to enable material procurement. Comments should be provided promptly to avoid delays. Enclosed are the proposal, test reports, and digital copy on NHAI’s Data Lake. This letter is available in accessible formats.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Material Source Proposal, Test Reports
Letter 23: Verification of Contractor’s Insurance Policies
Subject: Request for Verification of Contractor’s Insurance Policies
Reference: EPC Agreement Clause 15 (Insurance), Schedule-K; ToR Section [I] (Contract Administration); [HAM/BOT: Clause [Z.16] (Insurance)]
To: [Contractor Name, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Authority Name, PIU]
Dear Sir/Madam,
As per Clause 15 of the EPC Agreement [or HAM/BOT Clause [Z.16]], the contractor must maintain valid insurance policies for [Project Name], including Contractor’s All Risk (CAR), workmen’s compensation, and third-party liability, per Schedule-K.
We request submission of current insurance policies by [Date, e.g., 7 days] for verification, including:
- Policy documents with coverage details
- Premium payment receipts
- Validity period confirmation
Our review, per ToR Section [I], will ensure compliance to avoid contractual breaches. Non-submission may lead to penalties or suspension of works under Clause 14.7. Enclosed is a checklist for required policies. Confirm receipt and comply to prevent disputes.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Insurance Checklist
Letter 24: Notification of Insurance Non-Compliance or Lapse
Subject: Notification of Insurance Non-Compliance or Lapse and Request for Immediate Action
Reference: EPC Agreement Clause 15 (Insurance), Clause 14.7 (Withholding Payment); ToR Section [I]; [HAM/BOT: Clause [Z.16]]
To: [Contractor Name, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Authority Name, PIU]
Dear Sir/Madam,
Our review on [Review Date] for [Project Name] identified non-compliance with Clause 15 of the EPC Agreement [or HAM/BOT Clause [Z.16]], per ToR Section [I]. Issues:
- [e.g., Lapsed CAR policy as of [Date]]
- [e.g., Insufficient third-party liability coverage]
- [e.g., Non-submission of workmen’s compensation policy]
This non-compliance risks payment withholding or work suspension under Clause 14.7. We request:
- Submission of valid policies by [Date, e.g., 7 days]
- Proof of premium payments
- Corrective action plan
Enclosed are our findings and Risk Register extract. Confirm receipt and comply to avoid disputes and contractual penalties.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Review Findings, Risk Register Extract
Letter 25: Request for Approval of Traffic Management Plan
Subject: Request for Review and Approval of Contractor’s Traffic Management Plan
Reference: EPC Agreement Clause 10.9 (Safety During Construction), Schedule-L; ToR Section [S]; IRC:SP:55-2015, IRC:SP:94-2011; [HAM/BOT: Clause [Z.7]]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU, Traffic Police]
Dear Sir/Madam,
As per Clause 10.9 of the EPC Agreement [or HAM/BOT Clause [Z.7]], the contractor submitted the Traffic Management Plan (TMP) for [Project Name] on [Submission Date], detailing diversions and safety measures, per Schedule-L and IRC:SP:55-2015.
Our review, per ToR Section [S], confirms:
- Diversion routes and signage plans
- Compliance with IRC:SP:94-2011 for temporary traffic control
- Coordination with traffic police
- Climate-resilient measures (e.g., flood-resistant diversions)
We request approval within [14/21 days] to enable safe traffic management. Comments should be provided promptly to avoid safety risks. Enclosed are the TMP, review report, and digital copy on NHAI’s Data Lake. This letter is available in accessible formats.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: TMP, Review Report
Letter 26: Notification of Traffic Management Non-Compliance
Subject: Notification of Traffic Management Non-Compliance and Request for Immediate Action
Reference: EPC Agreement Clause 10.9 (Safety During Construction), Schedule-L; ToR Section [S]; IRC:SP:55-2015, IRC:SP:94-2011; [HAM/BOT: Clause [Z.7]]
To: [Contractor Name, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Authority Name, PIU, Traffic Police]
Dear Sir/Madam,
During our inspection on [Inspection Date] for [Project Name] at [Location], we identified non-compliance with the approved Traffic Management Plan, per Clause 10.9, Schedule-L, and IRC:SP:55-2015. Issues:
- [e.g., Unmarked diversion route at [Location]]
- [e.g., Insufficient flagmen deployment]
- [e.g., Non-compliant signage, per IRC:SP:94-2011]
These violations risk safety incidents and penalties under Clause 14.7. Rectify within [3/7 days] and submit a corrective plan:
- Immediate mitigation measures
- Revised traffic control measures
- Coordination with traffic police
Enclosed are the NCR, geotagged photos, and Risk Register extract. Confirm receipt and comply to avoid disputes.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: NCR, Geotagged Photos, Risk Register Extract
Letter 27: Notification of Major Safety Incident
Subject: Notification of Major Safety Incident and Request for Investigation Report
Reference: EPC Agreement Clause 10.9 (Safety During Construction), Schedule-L; ToR Section [S]; IRC:SP:55-2015; NHAI Guidelines on Road Safety Audits (2022); [HAM/BOT: Clause [Z.7]]
To: [Contractor Name, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Authority Name, PIU, Traffic Police, Emergency Services]
Dear Sir/Madam,
We report a major safety incident on [Incident Date] at [Location] for [Project Name], per Clause 10.9 and Schedule-L. Incident details:
- [e.g., Collision at diversion zone, resulting in [X] injuries]
- [e.g., Worker accident at [Site], causing [Outcome]]
- Preliminary cause: [e.g., Non-compliant signage, per IRC:SP:55-2015]
We request an investigation report within [7 days], including:
- Incident analysis and root cause
- Corrective actions implemented
- Preventive measures to avoid recurrence
Enclosed are incident reports, geotagged photos, and Risk Register extract. Non-compliance may lead to penalties under Clause 14.7. We are coordinating with authorities and NHAI to ensure compliance, per NHAI Guidelines (2022).
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Incident Reports, Photos, Risk Register Extract
Letter 28: Request for Safety Training Program Submission
Subject: Request for Submission of Contractor’s Safety Training Program
Reference: EPC Agreement Clause 10.9 (Safety Standards), Schedule-L; ToR Section [S]; IRC:SP:55-2015; [HAM/BOT: Clause [Z.7]]
To: [Contractor Name, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Authority Name, PIU]
Dear Sir/Madam,
As per Clause 10.9 of the EPC Agreement [or HAM/BOT Clause [Z.7]], the contractor must implement a safety training program for [Project Name] to ensure compliance with Schedule-L and IRC:SP:55-2015, per ToR Section [S].
We request submission of the training program by [Date, e.g., 7/14 days], including:
- Training schedule and topics (e.g., PPE usage, work zone safety)
- Trainer qualifications
- Attendance tracking plan
- Compliance with cultural and accessibility needs
Non-submission may lead to safety violations and penalties under Clause 14.7. Enclosed is a checklist for program requirements. Confirm receipt and comply to avoid disputes.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Training Program Checklist
Letter 29: Notification of Environmental Non-Conformance
Subject: Notification of Environmental Non-Conformance and Request for Remediation
Reference: EPC Agreement Clause 3.1 (Scope of AE/CSC), Schedule-D; ToR Section [Q]; IRC:SP:108-2015; MoEFCC EIA Notification, 2006 (Amended 2020); [HAM/BOT: Applicable Clause]
To: [Contractor Name, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Authority Name, PIU, Forest/Wildlife Department]
Dear Sir/Madam,
During our inspection on [Inspection Date] for [Project Name] at [Location], we identified non-conformance with the Environmental Management Plan (EMP), per Clause 3.1, Schedule-D, and IRC:SP:108-2015. Issues:
- [e.g., Improper waste disposal at [Location]]
- [e.g., Non-compliance with dust control measures]
- [e.g., Failure to plant trees as per EMP]
Remediate within [7/14 days] and submit a corrective plan:
- Non-conformance analysis
- Remediation measures
- Revised EMP monitoring plan
Enclosed are non-conformance reports, geotagged photos, and Risk Register extract. Non-compliance risks penalties or regulatory action. Confirm receipt and comply to avoid disputes.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Non-Conformance Reports, Photos, Risk Register Extract
Letter 30: Request for Approval of Variation Order
Subject: Request for Approval of Variation Order for [Project Name]
Reference: EPC Agreement Clause 12.1–12.4 (Variations), Schedule-D; ToR Section [U] (Contract Administration); [HAM/BOT: Clause [Z.17] (Variations)]
To: [Authority Name, e.g., Regional Officer, NHAI, [Address]]
From: [CSC/AE/IE Name, [Address]]
Date: [Insert Date]
CC: [Contractor Name, PIU]
Dear Sir/Madam,
As per Clause 12.1–12.4 of the EPC Agreement [or HAM/BOT Clause [Z.17]], the contractor proposed a Variation Order for [Project Name] on [Submission Date], addressing [e.g., design change at [Location], additional scope due to [Reason]].
Our review confirms:
- Necessity and compliance with Schedule-D
- Cost and schedule impact: [e.g., X INR, Y days]
- Risk mitigation measures
We request approval within [14/21 days] to proceed. Comments should be provided promptly to avoid delays or disputes. Enclosed are the Variation Order proposal, impact analysis, and digital copy on NHAI’s Data Lake. This letter is available in accessible formats.
Yours sincerely,
[Name, Designation]
[CSC/AE/IE Organization, Letterhead]
[Contact Details]
Enclosures: Variation Order Proposal, Impact Analysis
Notes for Usage
- Customization: Tailor each letter with project-specific details (e.g., project name, dates, locations) and verify clause references against the specific contract (EPC, HAM, BOT). For HAM/BOT, use fallback clauses [Z.X] where EPC clauses are inapplicable.
- Digital Submission: Upload letters to NHAI’s digital platforms (e.g., Data Lake, Gati Shakti) with metadata (e.g., date, subject, recipient) for traceability, per MoRTH Circulars (2023).
- Accessibility: Provide letters in regional languages (e.g., Hindi, Tamil) and accessible formats (e.g., WCAG 2.1 compliant) upon request, per NHAI Guidelines on Accessibility (2023).
- Data Privacy: Encrypt transmission of sensitive data, complying with Digital Personal Data Protection Act, 2023 and NHAI Guidelines on Data Security (2024).
- Correspondence Log: Maintain a digital and physical log of all correspondence, archived for permanence per NHAI Guidelines on Data Archiving (2023).
- Stakeholder Management: Copy relevant stakeholders (e.g., contractor, utilities, community leaders) to ensure inclusivity and alignment.
- Standardized Formatting: Use official letterhead, digital signatures, and consistent formatting (e.g., font size 12, Times New Roman) for professionalism.
- Risk Mitigation: Reference Risk Registers to address delays, safety, quality, environmental, or insurance risks, linking to clauses like force majeure (Clause 16) or variations (Clause 12).
- Climate Resilience: Account for weather-related challenges (e.g., monsoon delays) in timelines and plans, per MoRTH Circulars (2024).
- Training: Train AE/CSC staff on drafting correspondence, digital tools, and inclusivity to ensure compliance and dispute prevention.
- O&M Phase: Letters for DLP/O&M (e.g., Letters 14, 15, 26, 27, 29) address maintenance, safety, environmental, and community issues for long-term performance.
This collection of 30 draft letters comprehensively addresses all critical communication and enforcement needs across the project lifecycle, including quality, insurance, traffic management, safety, environmental, and other contractual obligations. It ensures the CSC/AE/IE fulfills its role effectively, prevents disputes, and promotes compliance, transparency, and inclusivity for NHAI/MoRTH highway projects ,