Extra work payment request

Prepare a reconciled request

Use this letter for a documented commercial payment request. It is not a statutory notice, lien claim or adjudication filing. Separate disputed or unapproved items from any amount described as agreed. Delete optional wording that does not apply.

Date sender and recipient legal names

Project contract and billing contact

Change IDs and approved revisions if any

Invoice numbers dates and delivery records

Requested response date and administrative purpose

Dear [recipient],

Please review the attached statement for [extra-work description and change IDs]. The work and pricing basis are supported by [authorization, daily records and calculations]. The approval status of each item is shown separately; unresolved items are identified as disputed or pending.

Select the applicable request wording

For agreed items: Please confirm the payment arrangements for [identified items and amount] under [verified contractual basis]. If your records differ, please identify the invoice or allocation and provide supporting detail.

For unresolved items: We request a review of [change IDs] and the attached evidence. Our requested valuation is [amount and basis]. We acknowledge that [specific issue] remains unresolved and request your itemized response and a meeting or other agreed next step.

Please respond by [administrative target] to [contact]. This requested response date is not represented as a statutory deadline.

Sincerely,

[authorized name and role]

Disputed amount within balance and reasons

Interest or other charge only if separately verified

Attachments and calculation version

Reviewer and approved dispatch version

Sent date delivery evidence and follow-up owner

• The request does not add holdback or disputed amounts to the ledger again.
• Unsigned work is described with its actual approval status.
• No unsupported legal threat or automatic fee is included.
• Any legally required notice or deadline is separately reviewed.

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.