FREE QLD TEMPLATE

Extension of time (EOT) notice template

A free, editable Word template for claiming an extension of time under a construction subcontract, with a plain guide to what assessors look for.

Built by Tender Ready Tools, a Queensland-based engineer working in HV/LV project delivery. Published 30 October 2026

Items marked verify refer to legislation, standards or regulator guidance that changes over time. Check the linked official source and your contract before relying on them.

What an EOT claim does

An extension of time moves the date for practical completion (or a milestone) to reflect a delay you weren't responsible for. It matters because liquidated damages are usually calculated from that date. If you're delayed and don't get an EOT, you may lose time and pay damages. An EOT can also be the gateway to delay costs, if the contract allows them.

Most subcontracts use two steps: an initial notice of delay soon after you become aware, then a detailed EOT claim within a further period. Use our free notice of delay template for step one, and this template for step two. Check your clause: some contracts combine the steps, and some have very short periods verify.

What an assessor needs to see

A qualifying cause. The event must be one the contract says entitles you to more time, such as a variation, an act or omission of the head contractor, a latent condition or inclement weather beyond an allowance. Quote the clause or definition.
Actual delay to completion. Show the delay affected the critical path, or a milestone, using the current approved program. Delay to a non-critical activity usually isn't enough.
Notice given on time. Reference the initial notice by date and number.
Mitigation. Explain what you did to reduce the delay.
Concurrency. Deal with any of your own delays running at the same time. Ignoring them weakens the claim.
A clear number. The days claimed and the revised date for completion.

How to complete the template

Fill in the parties, contract number, EOT clause and the related delay notice reference.
State the claim in one sentence: the number of working days and the date or milestone it applies to.
Explain the qualifying cause and why it was beyond your reasonable control.
Set out the delay analysis: the delay period, affected critical activities, the method (for example, a simple time impact analysis against the approved program), concurrency and mitigation.
Say whether you're claiming delay costs in this notice, later, or not at all, and under which clause.
Tick the evidence attached, sign and send by the contract method. Record it in your register.

Common reasons EOT claims fail

The initial notice was late, missing or sent to the wrong person.
No program, or a program that was never approved or updated.
The claim describes inconvenience, not delay to completion.
Concurrent delays are ignored.
Days claimed don't match the evidence.
The claim tries to add costs the contract doesn't allow for that cause.

Example: a cancelled HV outage

An electrical subcontractor needs a 6-hour HV outage to cut in a new ring main unit. The outage is booked through the head contractor for 12 November. On 10 November the network operator cancels it and offers 3 December. The cut-in is on the critical path to energisation and practical completion. The subcontractor sends a notice of delay on 10 November, then, within the period in the EOT clause, claims 15 working days with the program extract, the cancellation email and the revised outage confirmation. It notes that its own late cable delivery was resolved by 8 November, so there's no concurrent delay.

EOTs, variations and payment claims

If the EOT comes with delay costs, or if the delay flowed from a variation, price it and include approved amounts in your next payment claim under the BIF Act verify. See our variation notice guide and our BIF Act payment claim guide.

Frequently asked questions

What is an extension of time (EOT) in construction?

A contractual adjustment that moves the date for practical completion (or a milestone) because of a qualifying delay. It usually protects you from liquidated damages for that period.

What is a qualifying cause of delay?

An event the contract says entitles you to more time, such as a variation, a head contractor delay or a latent condition. Each contract defines its own list.

What is the critical path?

The sequence of activities that determines the earliest completion date. A delay to an activity on the critical path delays completion; a delay elsewhere may not.

Does an EOT mean I get paid delay costs?

Not automatically. Many contracts separate time and money, and some causes give time only. Check the delay cost clause.

General information only, not legal, contractual or tendering advice. The template doesn't make a notice or document valid or effective; your contract and current law decide that. Check each item marked verify against the current official source.