Writing a weather delay letter to the owner

A weather delay letter tells the owner, in writing, that weather has stopped or slowed your work. A short, factual letter is easier to act on than a long one. This guide gives an outline. It is general information, not legal advice, and it cannot replace the notice requirements in your contract.

Check what your contract requires first

Before you write, find out:

• who must receive the notice, and at what address or email
• how it must be sent, for example by mail, email or a project portal
• how soon after the delay begins it must be sent
• whether a particular form or wording is required
• whether you must follow up later with more detail

If the contract sets these out, follow them exactly. A good letter sent the wrong way or too late may not do its job.

What a weather delay letter usually covers

• the project name and number, and the contract it falls under
• the date of the letter and the dates it covers
• what happened: the weather you saw at the site on each date
• where any weather data came from, such as the station name and its distance from the site
• the work that was affected, and for how long
• what you know today about the effect on the schedule
• what you are asking for, if your contract provides for it
• how to reach you

An outline you can adapt

Replace each item in square brackets with the facts for your project.

The request is the part where wording matters most. If the amount at stake is large or a dispute is likely, have a construction attorney or claims consultant read the letter before you send it.

Tips for keeping it clear

• Stick to facts you can support: dates, times, what you saw and what you did.
• Leave out blame and guesses.
• Write one letter for each event or period. Do not mix in unrelated issues.
• Attach support: the weather record, pages from the daily log, and a few dated photos.
• Keep a copy and proof of delivery, and note the date you sent it in your daily log.
• Read it as the owner would. Could someone who was not there understand what happened?

Attach the weather record

A WeatheredOut report lists the days that potentially met the rules you entered, names the station and its distance, and shows how each day was counted. The full report can be printed or downloaded as a PDF and attached to a letter. To check a value yourself, NOAA Online Weather Data shows observed daily weather. A WeatheredOut report documents what the weather was. Whether a delay affects your schedule or your price is a question for your contract.

For what to keep alongside the letter, see the guide on documenting weather delays.

Common questions