When a project runs late for reasons outside the contractor’s control, such as added work, late site access or drawings from the client, or force majeure, the contractor can ask for more time. Without an extension approved by contract amendment, the delay still attracts the late penalty. The keys: notify on time and keep evidence.
Causes that do and do not qualify
| Cause | Claimable? | Note |
|---|---|---|
| Added work from the client | Yes | If it adds work on the critical path |
| Late site access, drawings or approvals from the client | Yes | Record the request date and the date received |
| Force majeure (disaster, government policy) | Yes, as the contract says | Must be notified within the contract deadline |
| Weather | Depends on the contract | Usually only when far beyond normal for the season |
| Contractor short of workers or materials | No | Contractor’s risk |
Steps
- Notify the client in writing straight after the event, within the deadline in the contract.
- Collect evidence: daily reports, photos, request letters, change orders, weather records.
- Work out the impact on the critical path, not just how long the event lasted.
- Submit the extension request with the calculation and evidence.
- Once approved, put it in a contract amendment and update the schedule and S-curve.
Worked example
| Item | Value |
|---|---|
| Event | CCO-02: add terraces and canopies to 12 houses, week 18 |
| Duration of the added work | 3 weeks, on the critical path (before finishes) |
| Extension requested and approved | 3 weeks: from 32 to 35 weeks |
| Penalty avoided | 1/1000 × Rp1,007.65 m × 21 days = Rp21.16 m |
The penalty follows the contract; in this example 1/1000 of the contract value per day. On government projects, contract changes follow Perpres 16/2018 as amended and the LKPP rules; on private projects, the contract clauses.
Common mistakes
- Claiming only at the end, after the notice deadline has passed.
- Asking for the whole length of the event when the work was not on the critical path.
- No daily report recording the event.
- An extension agreed verbally, without an amendment.
The full guide is in How to create a weekly construction schedule report in Google Sheets. It has a free template (Excel or Google Sheets) and a checker that reads your own workbook.
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Common questions
When can a contractor ask for more time?
When the delay is caused by things outside its control, such as added work, client delays or force majeure, and it was notified as the contract requires.
What evidence is needed?
Daily reports, photos, letters, change orders, and the impact on the schedule’s critical path.
Is a verbal extension enough?
No. It must be in a contract amendment so that the penalty is not charged.
References
- BPK Central Sulawesi: contract extensions (Indonesian): government projects