Deficiency response letter

Draft response for the client

Replace all fields and delete optional sections that do not apply. Have contested admissions, settlement terms and insurance-sensitive statements reviewed before sending. Attach factual inspection records rather than unsupported conclusions.

Date and delivery method

Client name and address

Contractor legal name and contact

Project and contract reference

Complaint and item IDs

Inspection date and attendees

Dear [client name],

We acknowledge your report received on [date] concerning [specific condition and location]. We inspected [areas] on [date], subject to [access or testing limitations].

Our observations were [measured facts], recorded in [photo/report references]. The following points remain unresolved: [cause, technical standard, scope or other question]. We are seeking [specific information or assessment] to address those points.

We propose [next action] with [responsible person] and will provide an update by [administrative target date]. Please confirm [access arrangements or records needed]. This target is a communication commitment, not a statutory deadline.

Optional sections requiring selection

If remedial work is agreed: We propose the attached plan for [items], subject to confirmation of [method, access, cost arrangement and acceptance criteria]. Any additional scope will be recorded separately.

If findings differ from the report: We observed [fact] but could not verify [allegation] because [specific limitation]. We invite you to provide [evidence] and propose [further assessment].

If insurance review is pending: We have referred the information to [broker/provider] for review. No coverage determination is represented in this letter.

Sincerely,

[authorized name and role]

[contact details]

Internal issue and dispatch check

• Facts match the inspection record; allegations remain attributed.
• Optional wording has been selected and completed.
• No unsupported admission, denial, coverage promise or threat remains.
• Attachments are indexed and unrelated personal information removed from copies.
• Any legal or insurer review needed is complete before external use.

Attachments and version

Internal reviewer and outstanding approval

Sent by date and delivery evidence

Follow-up owner

Before you act: this document is general information prepared by ArtBuild to help you organise facts and paperwork. It is not legal advice and has not been reviewed by a lawyer for your situation. Rules differ by province and territory and change over time. Check the official source for your project, and for deadlines, liens, court or insolvency steps, speak with a lawyer licensed where the project is located.