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Contract Documents - Construction Documents and Services - Architect Registration Exam A.R.E. Live

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Contract Basics.Your Actions or Words Can Bind you Legally!

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This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice.

Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

Parts of a Memo
Summary:
This handout will help you solve your memo-writing problems by discussing what a memo is, describing the parts of memos, and providing examples and explanations that will make your memos more effective.

Standard memos are divided into segments to organize the information and to help achieve the writer's purpose.

Heading Segment

The heading segment follows this general format:

TO: (readers' names and job titles)

FROM: (your name and job title)

DATE: (complete and current date)

SUBJECT: (what the memo is about, highlighted in some way)

Make sure you address the reader by his or her correct name and job title. You might call the company president "Maxi" on the golf course or in an informal note, but "Rita Maxwell, President" would be more appropriate for a formal memo. Be specific and concise in your subject line. For example, "Clothes" as a subject line could mean anything from a dress code update to a production issue. Instead use something like, "Fall Clothes Line Promotion."

Opening Segment

The purpose of a memo is usually found in the opening paragraph and includes: the purpose of the memo, the context and problem, and the specific assignment or task. Before indulging the reader with details and the context, give the reader a brief overview of what the memo will be about. Choosing how specific your introduction will be depends on your memo plan style. The more direct the memo plan, the more explicit the introduction should be. Including the purpose of the memo will help clarify the reason the audience should read this document. The introduction should be brief: approximately the length of a short paragraph.

Context

The context is the event, circumstance, or background of the problem you are solving. You may use a paragraph or a few sentences to establish the background and state the problem. Oftentimes it is sufficient to use the opening of a sentence to completely explain the context, such as,

"Through market research and analysis..."

Include only what your reader needs, but be sure it is clear.

Task Segment

One essential portion of a memo is the task statement where you should describe what you are doing to help solve the problem. If the action was requested, your task may be indicated by a sentence opening like,

"You asked that I look at...."

If you want to explain your intentions, you might say,

"To determine the best method of promoting the new fall line, I will...."

Include only as much information as is needed by the decision-makers in the context, but be convincing that a real problem exists. Do not ramble on with insignificant details. If you are having trouble putting the task into words, consider whether you have clarified the situation. You may need to do more planning before you're ready to write your memo. Make sure your purpose-statement forecast divides your subject into the most important topics that the decision-maker needs.

Summary Segment

If your memo is longer than a page, you may want to include a separate summary segment. However, this section is not necessary for short memos and should not take up a significant amount of space. This segment provides a brief statement of the key recommendations you have reached. These will help your reader understand the key points of the memo immediately. This segment may also include references to methods and sources you have used in your research.

Discussion Segments

The discussion segments are the longest portions of the memo, and are the parts in which you include all the details that support your ideas. Begin with the information that is most important. This may mean that you will start with key findings or recommendations. Start with your most general information and move to your specific or supporting facts. (Be sure to use the same format when including details: strongest to weakest.) The discussion segments include the supporting ideas, facts, and research that back up your argument in the memo. Include strong points and evidence to persuade the reader to follow your recommended actions. If this section is inadequate, the memo will not be as effective as it could be.

Closing Segment

After the reader has absorbed all of your information, you want to close with a courteous ending that states what action you want your reader to take. Make sure you consider how the reader will benefit from the desired actions and how you can make those actions easier. For example, you might say,

"I will be glad to discuss this recommendation with you during our Tuesday trip to the spa and follow through on any decisions you make."

Necessary Attachments

Make sure you document your findings or provide detailed information whenever necessary. You can do this by attaching lists, graphs, tables, etc. at the end of your memo. Be sure to refer to your attachments in your memo and add a notation about what is attached below your closing, like this:

Attached: Focus Group Results, January- May 2007

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This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice. Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission.

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Keys to getting a good coordinated shop drawing firm.                                   (Mechanical and plumbing)

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Keys to getting a good coordinated shop drawing firm.                                   (Mechanical and plumbing)

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Kobi

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Coordination Drawings: Keys to Hiring the Best Mechanical & Plumbing Coordinated Shop Drawing Firm

By: Richard A. Valentine, P.E.

First...what are Coordination Drawings?

It is helpful to define some terms, since Coordination Drawings require a very specialized skill. MEP (Mechanical, Electrical & Plumbing) Coordination Drawings are utilized in a commercial construction project to reduce conflicts between the different trades. Therefore, the subcontractors installing the duct work, piping, plumbing, electrical conduits & fire protection piping are coordinated on detailed MEP shop drawings such that the elevations and routing of each system does not interfere with each other. In addition, each trade is coordinated with the building Structural and Architectural such that there are no conflicts with the ceiling or structural members.

Once we establish the routing and elevations for the HVAC, Plumbing, Electrical & Fire Protection Piping, we create a composite coordinated shop drawing, which overlays all the services on one (1) main MEP coordinated shop drawing. Then, once approved and everyone signs off on the MEP coordinated shop drawings, each subcontractor creates their own detailed shop drawing (Duct Shop Drawings, Plumbing Shop Drawings, Fire Protection Shop Drawings, etc.).

Therefore, coordination drawings are an up-front planning tool that allows for the smooth installation of each trade such that the duct work & plumbing do not "clash" in the field when the subcontractors perform the installation. A good, professional coordination firm (such as Advantage Engineer Technologies, PLLC) that is proficient at this process can save the installing contractors several man-hours of labor in the field, and therefore maximize profits on the job. This is important because profits on construction projects these days are not easy to obtain due to the increased number of plumbing & HVAC subcontractors bidding on these projects.

Beware of cheap coordination firms.

The quality of the coordination drawing effort varies significantly, depending on the ability of the coordination firm. Some people try to save time and money by hiring fly-by-night drafters doing this type of work "on the side" while maintaining a full time job. The results are certainly less-than spectacular, and will always lead to more headaches as the coordination process unfolds. You will spend more time and effort coordinating over-and-over again, hence, delaying the project schedule, and angering the Owner, General Contractor, A/E firm, and the other MEP subcontractors.

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For examples of great coordination drawing work, click here → Advantage Engineering. You can get several samples of HVAC, plumbing coordination drawings, MEP design drawings, piping drawings, piping fabrication and coordination drawings, sheet metal coordination drawings & coordinated ductwork shop drawings.

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Mep Coordination Drawings | Mep Coordination Process | Coordination Drawings | Piping Spool Drawings | Plumbing Drawing Services | Coordinated Shop Drawings

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By: Richard A. Valentine, P.E. First...what are Coordination Drawings? It is helpful to define some terms, since Coordination Drawings require a very specialized skill. MEP (Mechanical, Electrical & Plumbing) Coordination Drawings are utilized in a commercial construction project to reduce conflicts between the different trades.

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How to Prepare Tender Documents for Construction Project?

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Kobi

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This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice.

Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

Audience and Purpose
Summary:
This handout will help you solve your memo-writing problems by discussing what a memo is, describing the parts of memos, and providing examples and explanations that will make your memos more effective.

Memos have a twofold purpose: they bring attention to problems, and they solve problems. They accomplish their goals by informing the reader about new information like policy changes, price increases, or by persuading the reader to take an action, such as attend a meeting, or change a current production procedure. Regardless of the specific goal, memos are most effective when they connect the purpose of the writer with the interests and needs of the reader.

Choose the audience of the memo wisely. Ensure that all of the people that the memo is addressed to need to read the memo. If it is an issue involving only one person, do not send the memo to the entire office. Also, be certain that material is not too sensitive to put in a memo; sometimes the best forms of communication are face-to-face interaction or a phone call. Memos are most effectively used when sent to a small to moderate number of people to communicate company or job objectives.

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Audience and Purpose // Purdue Writing Lab

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This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice. Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission.

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Kobi

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Your signature is your official stamp-your seal of approval. Whether you're agreeing to an Employment Contract , finalizing mortgage details for your home, or witnessing a document, you will likely sign your name many times throughout your life. Since so many types of documents ( not only legally binding contracts ) require your signature, it's important to protect yourself with proper signing habits.

What is a Signature?

A signature identifies the individual who created it. It commonly spells out a person's name in a visually distinctive way. Unless legally expressed, a signature can use loops, ascenders, descenders, special characters. Since a signature is meant to verify a person's identity for authorizing documents and agreements, it should remain consistent from contract to contract.

Why Do I Have to Sign a Contract?

Most contracts do not become legally binding until they have the signatures of every party involved. By signing a document, you confirm your intention of executing the terms in the contract.

Who Signs a Contract?

A signatory is a person (or sometimes an organization), who signs an agreement or contract. If an organization is a signatory, a representative signs their name on behalf of the organization. Signatories must be the age of majority and involved in the execution of a document. For instance, if you and your partner create and sign a Prenuptial Agreement , you are both signatories.

A signatory can refer to a:

If a company is involved in a contract, such as a Purchase of Business Agreement , an individual who has legal authority would sign the document on the company's behalf. A company signatory can be specified through a Directors' Resolution , stating that the director or officer is able to sign documents for the corporation.

You can create a Power of Attorney and appoint a representative to sign real estate, financial, business, or other legal documents on your behalf. As this is an important duty, you should plan ahead and assign someone this responsibility in advance. For example, having a Power of Attorney is helpful if you suddenly cannot handle your own affairs due to health complications.

Each legal contract, state, and banking institution has its own requirements regarding whether a witness or notary public must sign to authenticate a document.

Witnesses are neutral third parties who verify each signatory's signature. They do not have to be familiar with the terms of the agreement. Their signatures simply prove a contract's validity and authenticity in a court of law.

A witness cannot be related to any of the signatories and cannot benefit from the contract. For example, a beneficiary of a Last Will and Testament cannot witness its execution.

A notary public is a state-licensed official who authorizes the identity of each signatory and witnesses the execution of a document. A notary also administers oaths, certifies copies of documents, and provides acknowledgements. Whether or not a document requires notarization (the process of getting your document signed by a notary public) depends on state legislation and financial institution regulations.

Generally, when a notary public verifies the execution of a document, it becomes a "self-authenticating" document, meaning it is not necessary to prove the validity of the signatures in court.

Where Do I Sign a Contract?

The last page of most legal documents is the signing page. While each document varies, signing pages generally contain solid lines with each signatory (or company) name underneath, indicating where to sign. On a signing page, you may also need to print your name, fill in your contact information, or provide the date that you signed.

Often a notary public has a separate section on the signing page to certify their acknowledgment of the contract.

Additionally, an Affidavit of Execution may require a notary or witness's signature to make a sworn statement of a contract's content, as well as each party's age, identity, and signature. The notary may use a stamp or seal as formal authentication of the document.

Normally, the location where the document is signed does not matter as long as each party signs it in front of a witness or notary public.

If you would like your document to be valid in another country, your state's government officials may need to issue an authentication certificate. This extra step can confirm your document's authenticity. Every country has different requirements for obtaining authentication certificates. Always check with your state officials before executing a document.

Where Do I Initial a Contract?

Though it's not legally required for most forms, a Last Will and Testament and Power of Attorney usually instruct each signatory to initial every page in addition to signing the last page.

Your initials prove you have read and agreed to all terms. They also prevent additional terms from being added after a document has been signed. Specifically, in a Last Will and Testament, signing initials can prevent future misunderstandings with an individual's assets after their death. Although there is no formal space for initials, each party should initial the same spot on every page.

To make small edits to a legal document, cross out the term in question, write the alterations, and have each party initial next to the changes. Larger changes may require an amendment or separate document.

How Do I Sign a Contract?

Sign your legal documents the same way you sign checks, government identification, or other documents. For instance, if you go by your middle name on paper and in person, sign that way unless otherwise stated. A notary public may ask to see your identification card to confirm your identity and compare signatures.

When you sign a contract, best practices suggest you use a color other than the color of the agreement terms to reinforce authenticity and prevent anyone from creating fraudulent copies of the contract. Blue is the norm. Do not use a pencil because someone could tamper with it, and avoid red ink because it can be hard to read.

During the official signing of the document, each party must be of sound mind, meaning they are capable of understanding the terms of the contract and not under the influence of drugs or alcohol.

Furthermore, you should take your time to read the entire agreement before signing. Ensure you have a complete understanding of the terms and ask for clarification on anything that is unclear before putting your pen to paper.

You may also enjoy: What Ink Should You Use When Signing Documents?

When Do I Sign a Contract?

The date you sign a legal document depends on your situation and needs. For instance, if you plan to leave the country next week, have your Power of Attorney signed and notarized before then.

A document usually becomes effective the day all signatories sign it. If they sign on different days, the document becomes effective on the day the last signatory signs. You cannot postdate or predate signatures on legal contracts.

Occasionally, a contract will specify a date by which it requires signatures. This is common in business agreements or real estate contracts when an offer is time sensitive.

Conclusion

Signing a contract can be intimidating. But signatures are necessary to make a contract valid. Considering when, where, and how to properly sign your name can ease your concerns when signing legal documents, and can ensure seamless execution of a contract.

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Your Guide to Signing Legal Contracts - LawDepot Blog

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Your signature is your official stamp-your seal of approval. Whether you're agreeing to an Employment Contract , finalizing mortgage details for your home, or witnessing a document, you will likely sign your name many times throughout your life.

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Kobi

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There are several key things to know about signing a contract . Signing a contract means you're agreeing to the terms within, including, of course, what end of the bargain you're holding up. But did you know that some contracts don't even need to be signed? It's true. Verbal contracts can, in some cases, be legally binding, though if you want to protect yourself, it's obviously a great idea to put it in writing.

Here are a few things you should know about signing a contract:

Get started Start Your Contract for Services Answer a few questions. We'll take care of the rest.

Verbal Contracts: No Signature Required

If you make an agreement with someone that has all the elements of a contract (offer, acceptance, consideration, and intention), you are both competent to do so, and the contract is for less than $500, you often do not need a written contract. Which is to say, no signature is required.

Most experts agree, however, that the parties may soon forget the specific details of the agreement or disagree about their meaning, so it's best to have it in writing.

Written Contracts: Signature Required

Per the Uniform Commercial Code (UCC), contracts involving more than $500 in exchange for goods must be in writing (UCC Section 2-201--commonly called the statute of frauds). Contracts for land sales must be in writing as well.

Note that an "informal writing" (e.g., a memorandum on the back of napkin that includes all the necessary elements including the signatures of both parties) can satisfy the statute of frauds in the UCC so long is it represents the intent to be bound by the contract. Such signatures, however, are not likely to meet state requirements for real estate forms.

Of course, no matter what, the smartest thing you can do is actually create a well-crafted contract and sign it online. That way, everyone's responsibilities are accounted for and everyone has a legal copy.

What Does Your Signature Mean?

Essentially, your signature means that you have read the agreement, agree to its terms and conditions, intend to enter into the agreement, and are legally authorized and mentally competent to do so.

Therefore, it's wise to make sure that you understand all the terms of the agreement and that every "blank" in the document is filled. And, of course, make sure you get the other party's signature and a copy of the agreement with both signatures. (Signing a contract online means that both parties can have legal copies without the hassle of shipping, copying or faxing.)

When Not to Sign

It's often in your best interest that you do not sign an agreement:

that still has unfilled blanks, whether for a date, an item, or a dollar amount;

if you feel threatened, or under duress; or

if you feel like you don't understand something and want to review it with a lawyer.

Feeling Confident

You will feel most confident about signing a contract when you or a lawyer has drafted it on your behalf and you are already familiar with its terms and language. If you are in the service industry, you can find a free, customizable, professionally drafted contract for services here. We also offer more specific service contracts by industry . If you are selling goods, you can also find a UCC-compliant contract for products.

Get started Start Your Contract for Services Answer a few questions. We'll take care of the rest.

Get started Start Your Contract for Services Answer a few questions. We'll take care of the rest.

This article contains general legal information and does not contain legal advice. Rocket Lawyer is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.

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Signature Law: What Signing a Contract Means

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There are several key things to know about signing a contract . Signing a contract means you're agreeing to the terms within, including, of course, what end of the bargain you're holding up. But did you know that some contracts don't even need to be signed? It's true.

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Fernando

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Article written by Attorney Kevin O'Flaherty

In this article, we will answer the question: "Is a contract valid if only one party signs it?" Written contracts are part of a business's daily reality, and businesses and contractors alike depend on contracts to successfully operate and run their business. There are many complexities and intricacies of contract law.

While it's definitely best practice to ensure that written contracts include signatures by both parties involved, Illinois court rulings have found that contracts can still be valid if only one party has signed it. In this article, we will explain three of the most common reasons courts have ruled in favor of a contract being valid, even if it doesn't include both signatures.

Parties Have Acted in a Way That's Consistent with the Written Agreement

One way for both parties to be bound by all terms of the contract is by being consistent in their actions in regards to the contract. Payment agreements are a good example of this. If the contract stated that monthly payments are to be made by the business, and the business acts accordingly and makes monthly payments, it serves as strong evidence that both parties are bound to the terms of the written agreement.

If the party who is making the monthly payments failed to sign the contract - in which the written contract explicitly mentions a monthly payment method - it would be very difficult to dispute the validity of the contract. For this reason, courts have often ruled in favor of the contract being valid when both parties have acted in a consistent matter with the terms of the agreement.

Failure to Object the Contract is Strong Evidence it was Accepted

If a party receives a contract and doesn't sign nor object to the terms, and continues to go ahead with the business or working relationship with the other party, its silence serves as evidence that the contract was accepted. '

An example of this could be someone who was contracted to paint a house. He or she may receive an agreement that includes the length of time the project will take and he or she does not find this time reasonable and does not sign the agreement. However, if the painter fails to bring this up to the other party and object to the time frame and instead shows up and continue with the project, the painter is likely to be bound to the time frame in the agreement.

For this reason and if litigation seems inevitable, it's important for parties to gather documents and email correspondence the reflect the other's intention and communication regarding the unsigned contract.

An Accepted Contract Will be Treated as a Whole

All Illinois cases dealing with unsigned contracts agree on a single point: the written agreement either stood or fell as a whole. Meaning, if the parties acted as if some terms of the agreement applied, then all terms of the agreement applied and the contract is valid. If disputes arise regarding one part of the contract, yet both parties acted in accordance with other parts of the agreement and failed to object to the one in dispute, the contract is viewed as valid even if it was not signed by both parties.

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Is a Contract Valid if Not Countersigned? | What if Only One Party Signs A Contract?

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Article written by Attorney Kevin O'Flaherty In this article, we will answer the question: "Is a contract valid if only one party signs it?" Written contracts are part of a business's daily reality, and businesses and contractors alike depend on contracts to successfully operate and run their business.

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Kobi

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It is very important to actually sign contracts that you agree to enter into. There are a number of reasons why this is important for you. Contract negotiations between parties can be a lengthy process.

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Please click here if you are not redirected within a few seconds.

In business, contracts are important because they outline expectations for both parties, protect both parties if those expectations aren't met and lock in the price that will be paid for services.

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Why do you need a Signed Contract? - Google Search

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Please click here if you are not redirected within a few seconds. In business, contracts are important because they outline expectations for both parties, protect both parties if those expectations aren't met and lock in the price that will be paid for services.

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Contract Signing: Everything You Need to Know

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Contract Signing: Everything You Need to Know

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Fernando

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Contract signing means that the parties signing the document agree to the terms in it and their contractual duties and obligations.3 min read
1. What it Means to Sign a Contract
2. What Does Your Signature Mean?
3. Contract Signing Protocol

Updated October 14, 2020:

Contract signing means that the parties signing the document agree to the terms in it and their contractual duties and obligations.

What it Means to Sign a Contract

There are important things to know when signing a contract. When you add your signature to the dotted line, you agree to the terms and to uphold your end of the bargain. Not all contracts require a signature.

In some instances, a verbal contract can be legally binding. However, if you want to protect your rights as much as possible, it's a good idea to put it in writing.

If you make an agreement that contains all the elements of a contract - such as an offer, intention, consideration, and acceptance - and both parties are competent to do so, you typically don't need a written contract for sums under $500. In this case, a signature isn't required.

Still, most experts agree that it's all too easy for parties to forget specific details of their agreement or disagree about the meaning, so again, it's better to get it in writing. Land sale contracts are required to be in writing.

Per the Uniform Commercial Code, when a contract involves an amount higher than $500 in exchange for goods, it has to be in writing. This section is commonly known as the statute of frauds.

Your informal writing - for example, a memo scribbled on a napkin which includes all required elements, plus signatures - may satisfy the statute of frauds. These types of signatures are unlikely to meet the requirements for real estate forms, however.

The smartest way you can handle contracts is to create a well-crafted document. Signing one online is a good idea because that way, each party has a legal copy and understands its responsibilities. You'll probably feel more confident signing a contract if your attorney drafts it for you or you draft it yourself and are intimately familiar with its language and terms.

What Does Your Signature Mean?

When you sign a contract, you're saying several things:

You've read the contract.

You agree to the contract's terms and conditions.

You intend to enter into the contract.

You're legally authorized to sign it.

You're mentally competent to sign it.

It's important to make sure that all blank lines are filled in and that you fully comprehend the terms. Get the other party's signature as well, along with a copy of the contract containing both signatures. If you sign a contract online, both parties will have a legal copy without all the hassle of copying, faxing, and shipping.

There are some instances when you shouldn't sign a contract, such as the following:

It has unfilled blanks, either a dollar amount, an item, or date.

You are under duress or feel threatened to sign it.

You don't understand something in it and wish to review it with your lawyer.

Contract Signing Protocol

You should be familiar with protocols surrounding contract signing if you want to execute a contract in a timely manner. This can help to expedite a business deal. Failing to follow formalities can cause unnecessary delays.

Final draft: Contracts go through several drafts before the final one. For a contract to be properly executed, both parties must have the final version to sign, not a draft.

Signatories: The appropriate signatory must sign the contract. A signatory is a company representative who's authorized to enter into, or terminate, a legally binding contract. This is often the CEO or president of the company.

Copies: Each party needs its own copy of the agreement, with original signatures on it. Two copies with two signature pages should be prepared. Each party should sign both pages and then receive an original copy.

Execution: Contracts aren't executed until both parties sign them. A contract is only partially executed when one signature is on it, and it's not binding. It's necessary to have the second signature on the contract to officially execute it and set an effective date for the agreement.

It's always a good idea to have an attorney look over a contract before you sign it. Not only can a lawyer explain any confusing terminology, he or she can also point out any red flags that signal a potential problem for you.

If you need help with legal matters, you can post your legal need on UpCounsel's marketplace. UpCounsel accepts only the top 5 percent of lawyers to its site. Lawyers on UpCounsel come from law schools such as Harvard Law and Yale Law and average 14 years of legal experience, including work with or on behalf of companies like Google, Menlo Ventures, and Airbnb.

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Contract Signing: Everything You Need to Know

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Contract signing means that the parties signing the document agree to the terms in it and their contractual duties and obligations.3 min read 1. What it Means to Sign a Contract 2. What Does Your Signature Mean? 3.

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Kobi

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Smaller and smaller projects are requiring coordinated shop drawings. Truth is, they always have, it's the GCs just asking for what's been in the specs for years. We get calls here at MEP Precision Detailers on a daily basis asking "how fast we can get shop drawings" for a lot of small projects. Most of the sub contractors all say the same thing "I don't know why they are asking for shop drawings, they never have in the past" and there next question is "how much are they going to cost?" Cost is a bit complicated, we need to look at the project, the spec as well as the GCs requirements. On smaller jobs the GC may not have specific requirements and it all boils down to whether you want functional shop drawings or drawings to appease the spec.

We also run into subs that don't know what coordination drawings are. So, what are they? I found this explanation at electrical know how.com

Coordination drawings definition:

"Coordination (sometimes called Composite) is critical to the success of any commercial or institutional building project today. Coordination in construction once referred to simply avoiding physical conflicts in the layout of equipment in spaces and the routing of duct, piping, and raceway systems through buildings. The risk of interference problems is highest on building projects that have intense mechanical, electrical, and plumbing (MEP) requirements. Production risks are compounded, as schedules become more intense. Eliminating coordination problems can be characterized as a prerequisite to the start of construction work on intense projects with dense MEP system requirements."

Here are some common terms you may hear

Coordinated Shop Drawings

Coordination Drawing

Composite Drawings

Building Information Modeling

Sheet Metal Detailing

Sheet Metal Shop Drawings

Above Ceiling Coordination

BIM coordination

2D Coordination

3D Coordination

3D MEP Drafting

If you need pricing or if you need to know what the process is for getting you a set of drawings give a call @ (772) 242-8298 ask for Rob Williams and I will walk you through the process.

We offer three kinds of shop drawings: GOOD - CHEAP - FAST

You can pick any two:

GOOD shop drawings CHEAP won't be FAST
GOOD shop drawings FAST won't be CHEAP
FAST shop drawings CHEAP won't be GOOD

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Smaller and smaller projects are requiring coordinated shop drawings. Truth is, they always have, it's the GCs just asking for what's been in the specs for years. We get calls here at MEP Precision Detailers on a daily basis asking "how fast we can get shop drawings" for a lot of small projects.

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Fernando

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Working Together: Coordinating Drawings and Specs

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Kobi

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The need to coordinate drawings and specifications may seem obvious, but why is it so important? There are two primary reasons:

1. Make Contract Documents more user friendly.
2. Avoid unnecessary RFIs and Change Orders.

When documents are well coordinated information is easy to find. This helps the contractor's estimator immensely. Estimators have only a short time to review and comprehend construction documents before submitting a bid. Making estimator's jobs easier will help ensure an accurate bid.

Direct conflicts between drawings and specs must be resolved and ambiguities must be clarified. "The minimum cost of processing an RFI is $250," said Louis Medcalf. And I added, "the average time to receive, research, and respond to an RFI is 8 hours." Now do the math for the number of RFIs for a typical construction project. Hopefully it is nowhere near the one I mentioned with over 800 RFIs before the project was out of the ground.

What are some of the ways to help ensure the drawing notes and specifications are coordinated? Here are the top four of the 12 suggestions for improving coordination between the drawing notes and the specs:

1. Develop and maintain a table of contents.
2. Repeat the drawing terms in the "Section Includes" and Part 2 article titles.
3. Create an office standard list of notes.
4. Provide notation training.

Tables of contents can be more than just a section number and title. Include a list of the principle items to be specified in each section. Identify the items by the terms that will be used on the drawings and in the specs. Circulate the contents to the entire project team. And keep the contents current with the design. This is not a static document. Update and redistribute when needed.

"Section Includes" and Part 2 article titles are the principle navigation tools to know what will be found in each spec section. Since "Section Includes" appears at the beginning of each specification section, it should name the products, materials, systems, and assemblies that will be specified in Part 2. The terms used in "Section Includes" to identify these items must match the terms used on the drawings and the terms used in Part 2.

Standardization of drawing notes can help, but only with thoughtful application. Every project is not identical, so standard notes may need to be modified to be appropriate for a specific project. Beginning with a standard set of notes rather creating a completely new list for every project will help bring consistency to the construction documents the design team produces. Consistency is good because it improves understanding and ease of use.

Russell Wooten and Bob Johnson both commented that their firms use a keynote database integrated with the CAD drawing platform. This ensures that drafters use only notes that are designated for the particular project. Russell adds, "the PA is in charge of managing the notes database, not the drafter. If a note needs to change during the documentation phase, then the PA can change the note in the database and it changes all the instances throughout the drawings."

Notation training, like any other training, will improve understanding. Training does not mean memorizing a list of standard notes. It does mean teaching the concepts of drawing notation and coordination with the specifications. It also means explaining why coordination is important and showing the results when coordination is ignored. Let's see 800 RFIs at 8 hours - that is 3 man-years to answer RFI and the job is not out of the ground. Can a design team afford this effort during construction administration?

Corinne Golding commented, "I know that my message about consistency of terminology is getting through when the CAD techs come to me and say 'what are you calling this in the spec'." Whether by training or pure persistence, coordination can happen. John Horner added, "Unless a drawing term is EXACTLY the same as used in the specs, it is not the same thing," emphasizing coordination is critical.

And finally, Bob Johnson adds the big wish, "Shouldn't we try to establish a standard for terminology that integrates drawings & specs. If we got all the master spec providers to participate and agree to use the agreed upon terminology we would make a big step towards a consensus terminology across the industry." Bob, there is always hope that ARCOM and CSI will get together and establish a standard set of terms for MasterSpec, SpecText, and Speclink that the industry can also use for the drawings.

CSI's Specifying Practice Group is gaining recognition and attendance. This month a record 74 members attended the session discussing coordinating drawing notes and specs. Join the fun. It's free. Sign up for the Practice Group so you receive notices of each meeting.

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The need to coordinate drawings and specifications may seem obvious, but why is it so important? There are two primary reasons: 1. Make Contract Documents more user friendly.2. Avoid unnecessary RFIs and Change Orders. When documents are well coordinated information is easy to find. This helps the contractor's estimator immensely.

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Coordination of Working Drawings and Specifications

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Coordination of Working Drawings and Specifications

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Fernando

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Abstract

Today, the word "coordinate" has become a buzzword, which is almost thrown away. Its real impact is too often lost, as many people merely nod toward that function without really addressing what is involved. In the production of architectural working drawings, though, coordination is essential, major, and pervasive activity that simply cannot be sloughed off, ignored, or nodded to. Coordination, in fact, is an activity that ensures that the correct information is depicted/described, applied in the correct format, and in the correct location both on the documents and within the project work. It is part of the design professional's responsibility, just as applying and administering the correct medication is part of the physician's responsibility.

This is a preview of subscription content, log in to check access.

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Coordination of Working Drawings and Specifications

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Today, the word "coordinate" has become a buzzword, which is almost thrown away. Its real impact is too often lost, as many people merely nod toward that function without really addressing what is involved. In the production of architectural working drawings, though, coordination is essential, major, and pervasive activity that simply cannot be sloughed off, ignored, or nodded to.

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Working Together: Coordinating Drawings and Specs

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Fernando

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Construction Documents Course Overview in AutoCAD

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Kobi

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Creating Layouts and Construction Documents - Video | Chief Architect

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Learn how to use the Layout tool to create your construction drawings by sending plans, cross-sections, and elevations to the layout at the proper scale. The template mentioned in this video can be found here: https://cloud.chiefarchitect.com/1/downloads/videos/412621735_LayoutTemplates.zip

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Fernando

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Each design project is unique, but the process of design here at Moss follows a well defined path.
Here's what you can expect from each stage, from Program, and Field Measuring, through Schematic Design, Design Development, and Construction Documentation and on to Permits and Construction Administration. Between design meetings, we are working hard on your project at every phase.
This series of posts will explore our approach to the design process and give you an idea of how we might handle a future project of yours.

Construction Documents: The right information to the right people

Schematic Design sets up the general idea for a project and Design Development focuses and refines it. Construction Documents fill in all the details. The final set of drawings will specify every element of the project, from the structure to the paint colors.
Construction Documents serve two purposes: to apply for (and receive) a building permit from the city or other local authority and to construct the building.
Although the design of the building doesn't change between those two uses, we generally prepare two sets of drawings for the two purposes - the Permit Set and the Issue for Construction Set - so that we don't provide unnecessary information to either party. The contractor won't care about the life safety occupancy count, for example, and the building inspector isn't interested in the way a decorative built in element is detailed. For clarity we prepare two separate sets from the common pool of final design information. The drawings below will be found in one or both.
Again, to illustrate, we'll show content created for two recent projects - a house on Carmen Avenue and a new restaurant and specialty food market in Andersonville - which are slated for construction in the near future.
What belongs in the Construction Documents Drawing Set

Regardless of the building type or design, a drawing set follows a consistent pattern - to help permit officials, contractors and other members of the construction industry easily navigate the ocean of information that's associated with each design. The drawings below are what you can expect to find in any complete construction documents set.

A0 Sheets - Project Information

The Cover Sheet contains all sorts of information that orients the project, names and contact information for the architect and engineering consultants, detailed information about the property, the zoned use, the building type, and the city pin number, a site map showing the location in the city and a code matrix showing all the applicable regulations.

The Accessibility Notes and Details sheet shows a bunch of different details that appear all over a publicly accessible building, showing reach ranges, door widths and size and location of important signage.

This sheet usually isn't included on a residential project.
The Site Plan shows the way the building sits on the entire property and (for a simple project) also notes any landscaping, concrete work and exit safety requirements of the project.

A more complex project might also require a Landscape Plan as well.

The Life Safety Plan(s) sheet breaks space down into different use types so that an Total Occupancy can be calculated and used to ensure the building has the right number and size of exits in case of emergency. It also shows the paths of travel to exits from the most remote parts of the building. Safety first!

A1 Sheets - Demolition Plans

The Demolition Plan(s) show the existing state of the building (a vital element for moss::: designs since we nearly always work with existing buildings) and is covered with notes for what will need to be removed (and protected/preserved) in order to make way for new construction.

A2 Sheets - Floor Plans

The Floor Plan sheets are the coordinated center of the set.

In addition to showing a general overview of where every element of the building will be located (with detailed dimensions) it is filled with keynotes, door, window and wall type tags and other types of callouts to drawings in the set.

To find out what those keynotes and tags are, check out Thursday's post " Important symbols - a guide " for a complete breakdown of their meanings and importance.

A3 Sheets - Elevations and Sections

Elevations are the flat images of the outside faces of the building. The elevations sheets show heights of existing and new building elements, detail the materials to be applied or preserved on the exterior and are covered with keynotes designating important info about the exterior construction.

Section Drawings show hypothetical slices right through the center of the building and demonstrate important things like wall and foundation construction, floor-to-floor heights and the height relationships between inside and the ground plane outside.

A4 Sheets - Finish Plans

There are a bunch of different types of Finish Plans. The most important is probably the Reflected Ceiling Plan which shows a view up, to the ceiling, instead of down to the floor. The RCP drawings show different ceiling material types (drywall, plaster, wood cladding, pressed tin, etc) and also the locations of most of the lights. For the sake of convenience, they typically also show the locations of light switches that will operate all those ceiling mounted lights.

For residential projects (when the services of an electrical engineer aren't needed) we also provide a Power Plan which shows the location of all the outlets and any data points for cable TV or internet access through the building. We will note locations for power to all appliances and also convenience outlets for personal devices as needed. For larger projects this information gets covered in the Electrical plans (scroll down)

The Finish Plans show what materials should be applied to the walls and floor throughout the building. We do this by using finish tags (designations like F01 for the first type of flooring material, B04 for the fourth variety of baseboard, or W06 for the sixth specified wall finish). These tags refer to a Finish Schedule, found in the 6 Sheets - a detailed spreadsheet which shows the manufacturer, product name and other qualities.

A5 Sheets - Interior Elevations

The Interior Elevations sheets show flat views of the vertical surfaces in a building - interior walls. We use them to show wall finish types, new built in furniture, the locations of power outlets, lights and switches and the heights of different elements. A typical restaurant project will need elevations for any built-in seating areas, for any decorative finishes on main walls, for all the kitchen equipment and for the each bathroom wall.

A residential project will certainly need interior elevations for each bathroom wall, for the kitchen and for any interesting built in furniture or shelving options.

A6 Sheets - Schedules and Wall Types

For a Construction Documents drawing set the word " Schedule " means a spreadsheet, not a timeline. We use them to keep track of the various detailed product information for finish types, for sizes and types of doors and windows, and for any equipment used in kitchens etc.

This sheet shows the spreadsheet listing all the doors in the project with their dimensions, materials, finishes, handles and other notes. Below are drawings of each type of door showing how they open and the size and location of any glass or decorative elements.

A similar sheet details windows, another info for equipment and finishes, and a fourth sheet shows details of each type of wall.

AD Sheets - Details

These sheets show details that are standard throughout the building like how one type of flooring transitions to another or the way to construct a new staircase.

S Sheets - Structural Drawings

Provided by a licensed structural engineer, these sheets will contain a plan for each level showing concrete footing information, steel and wood framing locations and sizes, important structural sections and details of any important connections.

M Sheets - Mechanical Drawings

The MEP, or Mechanical, Electrical and Plumbing, drawings are often provided by the same engineering company but still break down by discipline. The Mechanical Drawings will show the location and size of any mechanical equipment, the layout of ductwork and specifications for all the different sizes and types of air handling systems.

E sheets - Electrical Drawings

The Electrical set will have sets of drawings showing the locations of all power and data outlets, and those of lights and associated switches. They will specify the appropriate wiring and boxes needed to handle all those lights and power any other equipment.

P sheets - Plumbing Drawings

Plumbing drawings will show the location and size of pipes to provide fresh water and take away waste. They'll also show vent risers to let sewer air up out of the building safely and without smell.

Other Consultant Drawings

For a large or complex project the Construction Documents might include acoustical design information or content provided by a specialty kitchen consultant.

Now we've drawn it ... What's next

Once we've created the Construction Documents set for permit, there is an inevitable wait period while it is processed by the relevant authority. The City of Chicago has a huge case load of building to approve and the process is necessarily labyrinthine. It is common to employ an expediter to guide the application through and check regularly on the building as it progresses - we always go this route in Chicago. As the Permit Set works its way through that system, we finalize the Issue for Construction set so that we'll be ready to go for the contractor as soon as the building permit is issued.
Next step ... Construction Administration
Tags: Building Permit, Materials, general contractor, Permit, Construction Documents, CAD, Floorplans, Elevations, Construction Drawings, Technical Drawings, Plans, Issue for Construction

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The Process of Design: Construction Documents | Moss Architecture

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Each design project is unique, but the process of design here at Moss follows a well defined path. Here's what you can expect from each stage, from Program, and Field Measuring , through Schematic Design , Design Development , and Construction Documentation and on to Permits and Construction Administration .

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Kobi

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Each design project is unique, but the process of design here at Moss follows a well defined path.
Here's what you can expect from each stage, from Program, and Field Measuring, through Schematic Design, Design Development, and Construction Documentation and on to Permits and Construction Administration. Between design meetings, we are working hard on your project at every phase.
This series of posts will explore our approach to the design process and give you an idea of how we might handle a future project of yours.

Construction Documents: The right information to the right people

Schematic Design sets up the general idea for a project and Design Development focuses and refines it. Construction Documents fill in all the details. The final set of drawings will specify every element of the project, from the structure to the paint colors.
Construction Documents serve two purposes: to apply for (and receive) a building permit from the city or other local authority and to construct the building.
Although the design of the building doesn't change between those two uses, we generally prepare two sets of drawings for the two purposes - the Permit Set and the Issue for Construction Set - so that we don't provide unnecessary information to either party. The contractor won't care about the life safety occupancy count, for example, and the building inspector isn't interested in the way a decorative built in element is detailed. For clarity we prepare two separate sets from the common pool of final design information. The drawings below will be found in one or both.
Again, to illustrate, we'll show content created for two recent projects - a house on Carmen Avenue and a new restaurant and specialty food market in Andersonville - which are slated for construction in the near future.
What belongs in the Construction Documents Drawing Set

Regardless of the building type or design, a drawing set follows a consistent pattern - to help permit officials, contractors and other members of the construction industry easily navigate the ocean of information that's associated with each design. The drawings below are what you can expect to find in any complete construction documents set.

A0 Sheets - Project Information

The Cover Sheet contains all sorts of information that orients the project, names and contact information for the architect and engineering consultants, detailed information about the property, the zoned use, the building type, and the city pin number, a site map showing the location in the city and a code matrix showing all the applicable regulations.

The Accessibility Notes and Details sheet shows a bunch of different details that appear all over a publicly accessible building, showing reach ranges, door widths and size and location of important signage.

This sheet usually isn't included on a residential project.
The Site Plan shows the way the building sits on the entire property and (for a simple project) also notes any landscaping, concrete work and exit safety requirements of the project.

A more complex project might also require a Landscape Plan as well.

The Life Safety Plan(s) sheet breaks space down into different use types so that an Total Occupancy can be calculated and used to ensure the building has the right number and size of exits in case of emergency. It also shows the paths of travel to exits from the most remote parts of the building. Safety first!

A1 Sheets - Demolition Plans

The Demolition Plan(s) show the existing state of the building (a vital element for moss::: designs since we nearly always work with existing buildings) and is covered with notes for what will need to be removed (and protected/preserved) in order to make way for new construction.

A2 Sheets - Floor Plans

The Floor Plan sheets are the coordinated center of the set.

In addition to showing a general overview of where every element of the building will be located (with detailed dimensions) it is filled with keynotes, door, window and wall type tags and other types of callouts to drawings in the set.

To find out what those keynotes and tags are, check out Thursday's post " Important symbols - a guide " for a complete breakdown of their meanings and importance.

A3 Sheets - Elevations and Sections

Elevations are the flat images of the outside faces of the building. The elevations sheets show heights of existing and new building elements, detail the materials to be applied or preserved on the exterior and are covered with keynotes designating important info about the exterior construction.

Section Drawings show hypothetical slices right through the center of the building and demonstrate important things like wall and foundation construction, floor-to-floor heights and the height relationships between inside and the ground plane outside.

A4 Sheets - Finish Plans

There are a bunch of different types of Finish Plans. The most important is probably the Reflected Ceiling Plan which shows a view up, to the ceiling, instead of down to the floor. The RCP drawings show different ceiling material types (drywall, plaster, wood cladding, pressed tin, etc) and also the locations of most of the lights. For the sake of convenience, they typically also show the locations of light switches that will operate all those ceiling mounted lights.

For residential projects (when the services of an electrical engineer aren't needed) we also provide a Power Plan which shows the location of all the outlets and any data points for cable TV or internet access through the building. We will note locations for power to all appliances and also convenience outlets for personal devices as needed. For larger projects this information gets covered in the Electrical plans (scroll down)

The Finish Plans show what materials should be applied to the walls and floor throughout the building. We do this by using finish tags (designations like F01 for the first type of flooring material, B04 for the fourth variety of baseboard, or W06 for the sixth specified wall finish). These tags refer to a Finish Schedule, found in the 6 Sheets - a detailed spreadsheet which shows the manufacturer, product name and other qualities.

A5 Sheets - Interior Elevations

The Interior Elevations sheets show flat views of the vertical surfaces in a building - interior walls. We use them to show wall finish types, new built in furniture, the locations of power outlets, lights and switches and the heights of different elements. A typical restaurant project will need elevations for any built-in seating areas, for any decorative finishes on main walls, for all the kitchen equipment and for the each bathroom wall.

A residential project will certainly need interior elevations for each bathroom wall, for the kitchen and for any interesting built in furniture or shelving options.

A6 Sheets - Schedules and Wall Types

For a Construction Documents drawing set the word " Schedule " means a spreadsheet, not a timeline. We use them to keep track of the various detailed product information for finish types, for sizes and types of doors and windows, and for any equipment used in kitchens etc.

This sheet shows the spreadsheet listing all the doors in the project with their dimensions, materials, finishes, handles and other notes. Below are drawings of each type of door showing how they open and the size and location of any glass or decorative elements.

A similar sheet details windows, another info for equipment and finishes, and a fourth sheet shows details of each type of wall.

AD Sheets - Details

These sheets show details that are standard throughout the building like how one type of flooring transitions to another or the way to construct a new staircase.

S Sheets - Structural Drawings

Provided by a licensed structural engineer, these sheets will contain a plan for each level showing concrete footing information, steel and wood framing locations and sizes, important structural sections and details of any important connections.

M Sheets - Mechanical Drawings

The MEP, or Mechanical, Electrical and Plumbing, drawings are often provided by the same engineering company but still break down by discipline. The Mechanical Drawings will show the location and size of any mechanical equipment, the layout of ductwork and specifications for all the different sizes and types of air handling systems.

E sheets - Electrical Drawings

The Electrical set will have sets of drawings showing the locations of all power and data outlets, and those of lights and associated switches. They will specify the appropriate wiring and boxes needed to handle all those lights and power any other equipment.

P sheets - Plumbing Drawings

Plumbing drawings will show the location and size of pipes to provide fresh water and take away waste. They'll also show vent risers to let sewer air up out of the building safely and without smell.

Other Consultant Drawings

For a large or complex project the Construction Documents might include acoustical design information or content provided by a specialty kitchen consultant.

Now we've drawn it ... What's next

Once we've created the Construction Documents set for permit, there is an inevitable wait period while it is processed by the relevant authority. The City of Chicago has a huge case load of building to approve and the process is necessarily labyrinthine. It is common to employ an expediter to guide the application through and check regularly on the building as it progresses - we always go this route in Chicago. As the Permit Set works its way through that system, we finalize the Issue for Construction set so that we'll be ready to go for the contractor as soon as the building permit is issued.
Next step ... Construction Administration
Tags: Building Permit, Materials, general contractor, Permit, Construction Documents, CAD, Floorplans, Elevations, Construction Drawings, Technical Drawings, Plans, Issue for Construction

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The Process of Design: Construction Documents | Moss Architecture

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Each design project is unique, but the process of design here at Moss follows a well defined path. Here's what you can expect from each stage, from Program, and Field Measuring , through Schematic Design , Design Development , and Construction Documentation and on to Permits and Construction Administration .

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Kobi

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Preparing Individual Construction Documents

Volume 4, Chapter 4

INTRODUCTION

This chapter describes the individual construction documents within the approved contract types and gives requirements for document preparation. After selecting the type of construction documents (see 3), use the information in this chapter along with the Cover Sheets and Instructions preceding each document in Part II to prepare the individual documents.

The Long Form, Brief Form, Mini Form, CM at Risk Form, CM/Multiple Prime Form and Design-Build Form have been approved for content by the Office of the President and for form (legal matters) by the Office of the General Counsel. If project conditions require a variation from the approved forms, the construction documents must be modified (see 5)

4.1 COVER SHEETS AND INSTRUCTIONS

While this chapter provides some information on preparing the individual construction documents, the Cover Sheets and Instructions in Part II provide more detailed, step-by- step instructions on completing and modifying the documents.

Each model for each type of construction documents in is preceded by its own Cover Sheet and Instructions. Each Cover Sheet begins with a table indicating the following:

The purpose of the document.

Cross-references to the Facilities Manual.

A description of the document's contents.

The document's applicability to a particular form of contract, e.g., Long Form.

The type of information required for document completion.

An indication whether the document's use is required or optional.

Below the table are two or three sections, as applicable: "Completion Instructions," "Modifications and Additions," and "Comments."

The Modifications and Additions instructions are listed by subject, e.g., "Phased Construction," and often provide sample text. The subject categories in the Modifications and Additions section match those used in 5.

4.2 GENERAL PREPARATION INSTRUCTIONS

Most individual construction documents contain self-explanatory text. Additional text within parentheses may provide completion information or indicate specific words or figures that are to be inserted. Informational text should be deleted from the documents before they are issued.

Each document page contains the following identification at the bottom:

Date of issue

Revision number

Computer diskette file name (e.g., LF:AGRMT)

Page number

Document title

Most of the construction documents are issued as bound sets, normally 8 1/2 by 11 inches in size; the Drawings are bound separately.

Notarization on behalf of the University is not required for most documents; the Notice of Completion, however, requires notarization of the University's signature but does not require a signature by the contractor. Notarization of the contractor's signature or that of its surety is required on certain other documents.

There is no University policy on charging a deposit when issuing sets of construction documents; this procedure should be determined locally as circumstances dictate.

4.3 INTRODUCTORY PAGES

The introductory pages of the construction documents identify the project and its location, inform bidders of the person or entity that prepared the bidding documents, and identify the bidding documents in a table of contents.

4.3.1 Cover Page

The Cover Page identifies the project by name and number and identifies the Facility undertaking the project. The bidding documents' issue date is also shown on the Cover Page.

4.3.2 Certification

The Certification page indicates who prepared the bidding documents and is signed and stamped by an architect or engineer registered in California.

4.3.3 Table of Contents

The Table of Contents lists all documents included in the construction documents.

4.4 BID SOLICITATION

There are three methods of bid solicitation (see 3.2, FM5:5.1, FM5:5.2).

4.4.1 Request for Bid

The Request for Bid is used only with the Mini Form for informal bidding. It is used to solicit bids from selected contractors, and specifies the place of bid submission, the bid deadline, the project name and number, and a description of the work.

4.4.2 Advertisement for Bids

The Public Contract Code, Section 10502, requires The Regents to provide public notice of construction projects to bidders (see FM5:5.1). The Public Contract Code requires the notice to state the time and place for receiving and opening sealed bids, to describe in general terms the work to be done, and to describe the bidding mode. The Advertisement for Bids meets these requirements. When using the Design-Build Form the comparable document is the Request for Proposals.

4.4.3 Project Directory

The Project Directory provides bidders with contact names, addresses, and telephone numbers of those persons affiliated with the project.

4.5 BIDDING REQUIREMENTS

Bidding requirements explain the procedures that bidders must follow to prepare and submit responsive bids (see FM5:7.1).

4.5.1 Instructions to Bidders

The Instructions to Bidders is a core document and, therefore, may not be changed by the Facility. Additions to, or modifications of, the Instructions to Bidders are made in the Supplementary Instructions to Bidders (see 4.5.2). Together with the Supplementary Instructions to Bidders, the Instructions to Bidders explain the procedures that bidders must follow to prepare and submit responsive bids.

. Long Form, Instructions to Bidders, Paragraph 5.2, stipulates that bid security in the form of either a Bid Bond (see 4.5.5) or a certified check and in the amount of 10 percent of the lump-sum base bid must be submitted by the contractor along with the bid. Bid security serves as a guarantee of the difference between the amount of any defaulted bid and the larger amount for which the Facility may procure the work, up to the amount of the required bid security.

The Regents have authorized the President to set requirements for Bid Bonds or other forms of bid security. The President has determined that projects informally bid following requirements of Public Contract Code 10504.5 et seq. and the Facilities Manual, and with estimated contract sums of up to $640,000 do not require a Bid Bond.

Contractor's License. Long Form, Instructions to Bidders, Subparagraph 2.1.4, notifies the bidders of the California Contractor's State License Board requirements. By submitting a bid, each bidder represents that the licensing requirements of that board have been met. If there is doubt about the validity of a bidder's license or if a protest is made regarding a bidder's license, contact the Contractor's State License Board for a determination of whether the bidder's license is both current and appropriate for the work. The board will also rule on any disputes or protests regarding specialty contractors bidding on or performing prime contract work.

Irrevocable Bid Period. Any bid received for the erection, construction, alteration, repair, or improvement of any University structure, building, road, or other improvement shall be irrevocable for a period of days or such other period as the Facility may establish in its bidding documents. Long Form, Instructions to Bidders, Subparagraph 5.4.4, establishes the 60-day period, which is to commence at the date and time specified for the opening of bids. The University may consent to a bid's withdrawal during the 60-day time period for an excusable mistake that meets the conditions listed in FM5:6.2.3. Should the University choose a different irrevocable bid period, the construction documents must be modified (see 5.4.13).

4.5.2 Supplementary Instructions to Bidders

The Supplementary Instructions to Bidders allows the Instructions to Bidders to remain an unchanged core document for each project. Additions to or modifications of the Instructions to Bidders are made in the Supplementary Instructions to Bidders. Together, these documents explain the procedures that bidders must follow to prepare and submit responsive bids (see FM5:7.1).

Every construction contract over $50,000 shall contain in the Supplementary Instructions to Bidders the 1) daily rate of liquidated damages for each day of unexcused delay in achieving Substantial Completion and 2) a reduced rate of liquidated damages for each day of unexcused day in achieving Final Completion unless an exception is authorized in writing by the Office of the President. Such exceptions shall be granted only in extraordinary circumstances and only in the case of a unique project.

Every construction contract over $50,000 shall contain in the Supplementary Instructions to Bidders the 1) daily rate of liquidated damages for each day of unexcused delay in achieving Substantial Completion and 2) a reduced rate of liquidated damages for each day of unexcused day in achieving Final Completion unless an exception is authorized in writing by the Office of the President. Such exceptions shall be granted only in extraordinary circumstances and only in the case of a unique project.

4.5.3 Information Available to Bidders

The Information Available to Bidders provides, a list of such items as geotechnical data, and notice of other contracts being performed at or near the project site. This list is adapted by the Facility to suit the project. The Information Available to Bidders must include all documents available that indicate the information the University has concerning the physical conditions at the site. The bidder may rely on the description of such physical conditions. The Information Available to Bidders must also contain information from the Office of the President Procurment Services website about any vendors with whom University has negotiated favorable pricing agreements that may be appropriate suppliers of material for the project.

General Contractors or others submitting bids for University construction projects may enter into agreements with these suppliers that utilize the pricing and terms contained in the University-supplier agreements. The University does not represent or warrant that materials/equipment/services of these suppliers meet the requirements of the University's construction contracts.

Use of such suppliers shall not relieve Contractor from its obligation to meet all contractual requirements in any contracts with the University. The University will not be a party to any agreements with such suppliers and accepts no performance obligations or liability with respect to such agreements.

4.5.4 Bid Form

The Bid Form states the major conditions and undertakings related to the contract, which the bidder acknowledges when submitting the Bid Form. The bid, if accepted, is the basis of the Agreement (see 4.6.1).

List of Subcontractors and List of Changes in Subcontractors Due to Alternates. The requirements for listing subcontractors in the Bid Form are provided in the Public Contract Code, Section 4100, which is also known as the Subletting and Subcontracting Fair Practices Act. Although the University is not specifically addressed in the act, The Regents follow these requirements. The Bid Form, Article 9.0, "List of Subcontractors," and Article 10.0, "List of Changes in Subcontractors Due to Alternates," are completed by the bidder when submitting a bid.

When the design professional is uncertain about quantities required to complete the project, the base bid may contain some, or consist wholly of, unit-price items. Approximate quantities are stated in the Bid Form, Article 5.0. Any lump-sum calculated only for bid comparison purposes is derived by multiplying the unit prices and the estimated quantities provided in the Bid Form. (See 1.5.3 and 5.4.22 for more information on unit prices.)

4.5.5 Bid Bond

The Long Form, Instructions to Bidders, Article 5, and the Brief Form, Instructions to Bidders, Article 5, require that bid security be in the form of either a Bid Bond or a certified check. If a Bid Bond is submitted, the bidder must use the Bid Bond form, and an executed copy of the Bid Bond must accompany the completed Bid Form at the time the bid is submitted. Bid Bonds are not required for contracts with contract sums of less than $50,000.
The amount of bid security shall not be less than 10 percent of the lump-sum base bid.

4.6 CONTRACT DOCUMENTS

Contract documents are those construction documents containing legally enforceable requirements that become part of the contract when the Agreement is signed.

4.6.1 Agreement

The Agreement is the controlling legal document in the contract documents; once it is signed (executed), it and all contract documents listed within it become legally binding to the University and the contractor.

Blank spaces in the Agreement are initially left blank when the Agreement is issued as a bidding document. After a lowest responsive and responsible bidder has been selected, the Facility completes a portion of the Agreement and requests that the bidder complete the balance of the Agreement, sign it, and return it along with other documents and information. When the Facility determines that the signed Agreement and other documents are acceptable, the University signs the Agreement (executes the contract) and awards the contract to the bidder. (See FM5:8 for contract execution and award procedures.)

Every construction contract over $50,000 shall contain a provision in the Agreement stipulating that for each day of unexcused delay in achieving Substantial Completion (and after Substantial Completion, for each day unexcused delay in achieving Final Completion, a reduced rate for each day of unexcused delay in achieving Final Completion), the contractor shall pay as pay to The Regents, as liquidated damages, a specified sum of money to be deducted from any payments due or to become due to the contractor unless an exception is authorized in writing by the Office of the President. Such exceptions shall be granted only in extraordinary circumstances and only in the case of a unique project.

4.6.2 General Conditions

The General Conditions is a core document and, therefore, may not be changed by the Facility. Additions to, or modifications of, the General Conditions are made in the Supplementary Conditions after approval by the Office of the President (see 4.6.3). Together with the Supplementary Conditions, the General Conditions spells out in detail the terms and conditions of the contract.

4.6.3 Supplementary Conditions

The Supplementary Conditions allows the General Conditions to remain an unchanged core document for each project. Additions to, or modifications of, the General Conditions are made in the Supplementary Conditions after approval by the Office of the President. Together, these documents spell out in detail the terms and conditions of the contract.

Every construction contract over $25,000 shall contain in the Supplementary Conditions an estimate of the number of rain days (by year or by month) that will prevent work on the critical path of the project.

4.6.4 Exhibits

The exhibits consist of various documents referenced in the General Conditions. A document is classified as an exhibit when its length or format would disrupt the flow of the General Conditions if it were included in the General Conditions.

Exhibit {#}: Certificate of Insurance. The lowest responsible bidder is required by the General Conditions and the Instructions to Bidders to submit proof of insurance on the Certificate of Insurance form. The following insurance policies and coverages must be furnished by the contractor and made evident on the Certificate of Insurance:

Comprehensive or commercial form general liability insurance

Business automobile liability insurance

Workers' compensation and employer's liability insurance

(See FM5:11.6 for further discussion of insurance requirements.)

Exhibit {#}: Payment Bond.The University requires a Payment Bond covering the faithful performance of the contract, for all projects with estimated contract sums of $25,000 or more.

Exhibit {#}: Performance Bond.The University requires a Performance Bond covering the payment of all contract obligations, on all contracts of $50,000 or more and on all projects valued at less than $50,000 when the Facility uses the Long Form or Brief Form contract. Performance Bonds are not required for Mini Form contracts valued at less than $50,000.

Exhibit {#}: Selection of Retention Options. Contractor selects method for guaranteeing retention funds on the project.

Exhibits {#}, {#} and {#}: Small Business Reporting. These Exhibits are completed and submitted by Contractor to show information for all subcontractors including small and disadvantaged business enterprises. In addition, the Self-Certification Exhibit is completed and submitted by each subcontractor.

Exhibits {#} and {#}: Claim Certifications. These Exhibits must be submitted by Contractor and Subcontractor, respectively, with a Claim.

4.6.5 Specifications

References:

- Specifying Construction Products

The Specifications are written descriptions of the construction materials and processes required to complete the project. Along with the Drawings, the Specifications are prepared by the design professional for inclusion in the bidding documents.

There are 16 Specifications divisions: Division 1, General Requirements, is required for all projects; Divisions 2 through 16 cover specific types of work and are included as applicable. Only Division 1 is included in the standard construction documents; sample Specifications sections for upper Divisions are not included.

The provisions in the Specifications document must be consistent with the terms of the Agreement and the General Conditions. Specifications, Division 1, General Requirements, may expand on the requirements covered in the Agreement or the General Conditions; however, any conditions not covered in the General Conditions, however, any conditions not covered in the General Conditions, or conditions that modify the General Conditions, should be placed in the Supplementary Conditions.

General administrative requirements and work-related provisions applying to all of the work should be placed in Specifications, Division 1. Do not repeat these requirements in other Specifications sections, instead reference the Division 1 Section. A discussion on preparing Specifications, Division 1, General Requirements, is provided in the Construction Specifications Institute's Manual of Practice.

Any general requirement placed in a section of Specifications, upper Divisions, should apply only to the work of that section and should be an extension of the general requirements described in Specifications, Division 1. Suggested wording for extending Division 1 provisions (in this case, for Section 01010) would be, "In addition to the requirements of Section 01010,..."

Those portions of Specifications, Divisions 2 through 16, containing provisions that are unique to specific work, such as mechanical or electrical work, require particular care in their writing to prevent repetition, omissions, or conflict with the provisions in Division 1. Special coordination is required when, as is frequently the case, different offices prepare separate portions of the Specifications.

Contract Schedules. Text options for contract schedules in the Long Form and Brief Form are set forth in Specifications, Division 1, Section 01310, Contract Schedules. The Mini Form contract schedule text is standard, so text modifications are not required. The information provided in Section 01310 informs the contractor of the University's expectations during bidding so the contractor may address those expectations in the contract schedule.

The text options regard the type of schedule the Facility may require. The Facility may require the contractor to provide either a critical path method (CPM) schedule or a bar-chart schedule for both the preliminary contract schedule and the contract schedule. The following guidelines may be used in selecting the type of schedule:

1. Consult with the project manager.

2. Follow guidelines provided by the University's Designated\ Administrator.

3. Discuss the type of schedule with the University's Representative administering the contract.

4. If a CPM schedule is selected, confirm that the University's Representative has the required staff to administer and utilize the schedule.

5. A CPM schedule should be selected for projects that:

Require completion by a certain date.

Have multiple completion times for various portions of the work.

Have multiple bid packages.

Have a specified sequence of construction.

Have subsequent projects relying on the completion of the specified
projects.

Require complicated scheduling.

6. In addition to CPM, a risk-based schedule (e.g. PERT) should be selected for projects that:
Have significant uncertainty.

Any work activities that place constraints upon the contract schedule should be included in the scheduling requirements. Work activities that occur from time to time are presently listed in Section 01310, Subparagraph 2.3.1. Activities to be added to Subparagraph 2.3.1 might include the following:

Lead time for University-provided equipment.

Portions of the project site or the building that will not be available to the contractor at all times.

Limitations on access or project site storage.

The presence of separate contractors within the limits of the work.

Access to elevators or similar equipment.

The following are examples of milestone events that are to be listed in Section 01310, Subparagraphs 1.2.3 and 2.2.3:

Dates of Beneficial Occupancy.

Dates that certain portions of the project must be completed.

A completion sequence.

4.6.6 List of Drawings

Drawings are not itemized separately in the Agreement; instead, the Agreement includes the List of Drawings, which is a separate construction document. All of the Drawings must be included in the List of Drawings, and all of the Drawings listed there must be included in the construction documents.

4.6.7 Drawings

The Drawings are the visual complement of the Specifications. The Specifications describe "what" while the Drawings show "how many" and "where." For example, the Specifications might describe the type of sheet metal to be used, while the Drawings show the placement of the sheet metal. In the event of a discrepancy between the Drawings and the Specifications, the Specifications govern.
The Drawings are usually prepared by the design professional. The following are general guidelines for preparing the Drawings:

1. Distinguish between new and existing work.

2. Use general or specific but clear and concise notes to clarify or amplify the Drawings.

3. Clearly note revisions.

4. Clearly delineate alternates, if any.

5. Show the contract limits on the Drawings if the Specifications reference contract limits.

6. Do not include General Conditions or General Requirement items on the drawings.

7. Specified items shown on the drawings must be exactly the same as those listed in the Specifications.

4.6.8 Addenda

Addenda are written text or drawings that modify or interpret the bidding documents including the Drawings and Specifications issued after the bidding documents have been issued to bidders, but before the opening of bids (see RD3.2). (See FM5:5.3 for addenda issuing procedures.)

Addenda That Modify the Bid Form. When addenda modify the Bid Form, the Bid Form must be reissued in its entirety, on paper of a different color. The revision or reissue date must be noted on each sheet of the revised Bid Form.

Addenda That Modify any of the Contract Documents. When addenda modify any
Contract Document other than extending the Bid Deadline, see FM5:5.3

4.6.9 Notice to Proceed

The Notice to Proceed, issued after the contract has been executed, signals the start of construction (see FM5:8.9 and RD3.10). If the contractor is notified orally to commence work, the Notice to Proceed must be issued on the next work day, and the oral notification must be confirmed in the Notice to Proceed.

4.6.10 Change Order

The Change Order form is required for making post-award contract modifications that change the scope of work, the contract sum, the contract time, or other contract terms. (See FM5:13.2 for guidance on change order procedures.)

4.6.11 Field Order

The Field Order form is a written instrument, issued by the University, describing a change in the work and estimated adjustments of the contract sum and contract time. A field order may be issued before all terms of the change are fully agreed to by the University and the contractor. (See FM5:13.1 for guidance on field order procedures.)

4.6.12 Notice of Completion

The Notice of Completion establishes the completion of the work. There are three versions of the form (found in all contract families); only one must be completed. The Notice of Completion must also be filed at the County Recorder's Office. (See FM5:18.5 for Notice of Completion filing procedures). (Note: If the work is not complete but contractor has ceased physical work for a period of at least 60 days, the campus may file a Notice of Cessation of Activities after consultation with Office of General Counsel).

Revised March 21, 2017

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Preparing Individual Construction Documents | UCOP

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This chapter describes the individual construction documents within the approved contract types and gives requirements for document preparation. After selecting the type of construction documents (see 3), use the information in this chapter along with the Cover Sheets and Instructions preceding each document in Part II to prepare the individual documents.

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Fernando

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The Key Forms of Business Writing: Basic Memo

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Fernando

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What is a memorandum - definition

It is good to understand the meaning of a memo before you proceed to encrypt one so that you can be, of what you are writing. A memorandum is a short notice usually written by the management to address a certain policy or give a certain announcement or changes in an organization. In official instances, a memo is usually written by the organization heads, but even students at different levels of education may be examined on the same.

So, whether you are a student or working-class, writing a memo is a very important skill that you cannot afford to miss. A memo can also be written in a business case where you are writing to confirm to your suppliers that you have received certain goods. This type of memo called a business memorandum.

You can find professional memo writers here:

How to write a good memo

It is good to know how to come up with the best memo so that whatever you are trying to pass across to your audience is clear. In most cases, a memo is usually used to address very critical matters and therefore it has to come out clear so that the content of the information being passed is not distorted. Below are some of the tips that you need to pay attention to while writing your memo:

Make it a s short as possible- the memo should not be lengthy because it will be tiresome to read. Most people would want to go through it with the shortest time possible but acquire all the information. You need to summarize as much as you can. The shorter your memo will be, the more the readers because most people are prone to be ignorant to lengthy notices.

Use simple English- you should not use complex language while writing your memo because the readers may end up missing up important points and your memorandum will not have served its purpose. Avoid too much use of vocabularies in your work.

Use a captivating heading- the heading of your memo should attract readers- you should be very selective in the words that you use for your heading because that is the first impression that your readers would come across. Others would just read the heading and leave, so it is your responsibility to make them curious to read the rest of the document. There are different ways that you can use to captivate the readers:

1. Use bolding on emphasize- you should use bold letters in the action that expect your readers to take so that it can attract their attention and they will have gotten the message.

2. Use a different color for the heading- you can decide to use a different color for your heading so that it can attract readers from a distance.

Avoid simple grammar and spelling errors- you should be very cautious in memo writing because a simple spelling mistake may confuse the intended information that you needed to pass and that would be chaos especially if it is a critical matter that affects an organization. You should go through your memo after writing to ensure that everything reads as required.

A memorandum writing format.

The format of your memo should adhere to the required rubric because one can be able to identify a memo from its format. In the notice board you may find several notices of which others are usually, meant for motivations purposes, so it is the format that will distinguish your memo from other notices.

The header

At the top of the page, you should indicate that it is a memo in capital letters. This helps to give identity to your document.

The recipient addresses

Immediately after the header, you should write the recipient address. Be official in writing the name of the recipient whether it is one person or a group of people. The address helps the readers to know whom the memo is being addressed to. You should also include other recipients if you wish your memo to address a different group of people. When you have more than one recipient, you can use the following format:

Memorandum

To:

Cc:

From:

Date

Subject

In this format, the cc will serve to address another recipient that you wish to address apart from your main.

The sender

After the recipient's address, you should indicate where the memo is coming from, write your name and your position if you have one so that the readers can be able to know you.

The date

After writing the senders name you should write the date in the right format so that the readers can be able to know when was the memo sent. The date is important because it distinguishes the old and new memos in the notice board.

The title

After the date, you should write the title of the memo. In the title, you should indicate what the memo is all about clearly. The title carries a heavy weight in your memo because it should tell the reader what the memo is all about in the shortest words.

On the formatting of the heading and the addresses you should:

Ensure that the content is double spaced. This helps to improve the clarity of your document.

Align all the content to the left side of your page- you should align the date and the addresses to the left side of the page.

You should write the start of the address with capital letters. For example, when writing to your staff and you are the It director of a certain company you will proceed on as follows:

To: All staff

From: The IT Director.

Date: 9/07/2018.

Subject: Promotions in Different Departments.

The body

The second part of the memo format is the body. You should keep your memo as short as possible by avoiding more stories in the body paragraphs. Below are some of the tips on how to come up with the best body for your memo:

Consider your readers- your readers, in this case, are the audience that you are writing to. You should use the right tone depending on what you are writing on. You should be able to note the needs of your audience because for instance if you are requesting something from your staff as the manager, you have to use polite language so that your staff can consider your request. You should ask yourself any question that your readers are likely to come up with after reading your memo and address them accordingly. You should also use a language that will suit the class of people you are addressing.

Go directly to the point- after deciding on what you are going to write on, you should avoid the salutations available in other letter writing formats. The thesis for your memo should be your major issue.

Give a small background of the problem- after addressing the change that you need you should proceed and give reasons for the implementation of that policyor rule. Explain to your audience the sole reason that led to coming up with that decision or what motivate you to that step. You can also mention the merits and the demerits of the change.

Support your issue- after mentioning what you wanted of the readers, you can go on and give illustrations just to be clear on what you mean or improve their understanding. There are several ways in which you can support your points.

Use of lists- you can use a list to indicate what you need to be done if there are several points.

Use of short subheadings- you can use a short subheading just to clarify to your reader on the points you are addressing.

Give the actions that you need the readers to do- after explaining what you need you should state the role of the readers in the implementation of your policies. You can also give the conditions that should apply to your reader. you can, for example, give a deadline to whatever you need to be done.

End your memo with a summary. You need to summarize your points and state the cause of action needed by your readers. Try and be positive as much as you can while closing your memo.

The last thing is signing- you can decide to sign at the end of the memo just to make it official. Signing of the memo makes it official.

Types of memos

There are different types of memos that you can be asked to write. It is good to get familiar with each type so that you can be able to classify and know where it falls. Below are some of the memo types that you can come across:

Request memo- in this type of memo you will be trying to get a favor from a certain person or group of people. You are supposed to use persuasive language to win the heart of your recipients.

Confirmation memo- this document is written after a certain agreement between two parties. You will be writing just to confirm that you agree to a certain demand. In this type of memo, you should state the terms of the agreement and encourage the recipient to ask for clarification where they did not understand.

Suggestive memo- this type of writing is written in the case where the management is requesting views from the employees on how to solve a certain problem. You will need to request your readers to give their say about a certain issue and specify how they should forward the suggestions.

Report memo- this is a memo written after a certain period of time to give an account of the progress.it takes the reportformat. In this memo, the body is mainly consistent of values and charts to indicate the progress.

Informal results memo- this is where you are required to give the results of a certain action. It can be research that was done and people would wish to know the outcome, or it can be even application results for various seats in a department.

Memo examples

A good writer would always have the passion of going through different samples to improve their proficiency. A memo template will help you to understand how you are supposed to orient your work to look appealing in the eyes of the reader. Below is a memo sample that should act to guide you on how to plan your work and keep to the right format.
To: All students taking IT course at the university. From: The department chair. Subject: Submission of your final project. It has come to our notice that some of you have not submitted their final year projects which is very crucial at this moment because it determines whether you will graduate or not. In the previous years, we have had the same incidents and students usually come back to me crying when they find out that their name is not on the graduation list. The project will account for forty percent of your final grade and that is why it should be taken seriously. On that note the department has given out a deadline of 3rd august 2018, if you do not have submitted your project by then, you will have to wait 1 academic year to graduate. You are all advised to submit your project before the due date as we do not want you to suffer when it comes to graduation. Thanks in advance.
It is good to go through such examples because they help you to understand how to format your work. You also get to know the right tone to use for your memo. The tone is usually very important in memo writing because it will determine the attitude that the recipients will have towards your memo. Am guaranteed that from this guide you are going to be the best writer of a memorandum to suit all kinds of audience.

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A Guide to How to Write a Memorandum - A Research Guide for Students

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It is good to understand the meaning of a memo before you proceed to encrypt one so that you can be, of what you are writing. A memorandum is a short notice usually written by the management to address a certain policy or give a certain announcement or changes in an organization.

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Kobi

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A memo (also known as a memorandum, or "reminder") is used for internal communications regarding procedures or official business within an organization.

Unlike an email, a memo is a message you send to a large group of employees, like your entire department or everyone at the company. You might need to write a memo to inform staff of upcoming events or broadcast internal changes.

If you need to inform your employees of official internal business, we'll show you how to write a memo to better communicate your message. But before we break it down, let's talk about the many purposes of memos.

Memorandums are shared to inform readers about new information and have applications for different communities and businesses.

Communities can use memos to tell people within it about public safety guidelines, promote various events, raise awareness on subjects that affect their lives.

Businesses can use memos to relay information involving newly updated policy, changes in procedure, or persuade employees to take an action, such as attend an upcoming meeting, convention, or a celebration for organizational milestones.

Next, we'll walk you through writing a memo of your own.

You can put together a memo in a few short steps. All memos should include the following:

1. Write a heading.

No matter what kind of memo you're writing, you'll need to include a heading. This section should include who the memo is for (whether an individual or department), the date, who the memo is from, and a subject line.

Your subject line should be, short, attention-grabbing, and give readers a general idea of what the memo is about.

2. Write an introduction.

Your introduction should summarize the purpose of your memo in two to three sentences. It should highlight the issue or problem and the solution you decided to move forward with.

3. Provide background on the issue.

In this section, explain the reasoning behind the memo. For example, it could be changes in the budget, a company restructuring, or a new rollout of procedures. This explanation should provide justification for the changes being implemented.

4. Outline action items and timeline (Optional).

Depending on the purpose of your memo, you may have action items for employees to complete or provide a timeline of when changes will take place. For example, they may need to complete a task or provide information by a certain deadline. This section should include the following:

When employees can expect changes to go into effect

What changes have already been made and what to expect in the future

Deadlines they need to adhere to

If no action is needed on the employee's behalf, you can leave this section out.

5. Include a closing statement.

Your closing statement will include any information you'd like to reinforce. Are there any specific contacts readers should reach out to for questions? If so, include them here.

6. Review and proofread before sending.

This step may seem like a no-brainer but it's important to review your document before sending it out. Memos are meant to inform readers of upcoming changes and relay important information. You don't want to risk causing confusion with a typo or misstatement.

To begin making your own business memos, here's an easy-to-follow business memo template with examples of how to use them to serve different needs as guidance.

Business Memo Template
I'm writing to inform you that [reason for writing memo].As our company continues to grow ... [evidence or reason to support your opening paragraph].Please let me know if you have any questions. In the meantime, I'd appreciate your cooperation as [official business information] takes place.
Business Memo Template Format

The business memo template format is designed to effectively communicate your message. A memo should disseminate the necessary information in a way that is easy for a mass number of employees to digest.

An accurate subject line will alert them that this memo is relevant to them specifically. And beginning with an executive summary allows recipients to understand the general message before they dive deeper into the details. The background information offers context to the message, and the overview and timeline should answer questions that are likely to come up.

Header:

In your header, you'll want to clearly label your content "Memorandum" so your readers know exactly what they're receiving. As previously mentioned, you'll want to include "TO", "FROM", "DATE", and "SUBJECT". This information is relevant for providing content, like who you're addressing, and why.

Paragraph One:

In the first paragraph, you'll want to quickly and clearly state the purpose of your memo. You might begin your sentence with the phrase, "I'm writing to inform you ... " or "I'm writing to request ... ". A memo is meant to be short, clear, and to the point. You'll want to deliver your most critical information upfront, and then use subsequent paragraphs as opportunities to dive into more detail.

Paragraph Two:

In the second paragraph, you'll want to provide context or supporting evidence. For instance, let's say your memo is informing the company of an internal re-organization. If this is the case, paragraph two should say something like, "As our company continues to grow, we've decided it makes more sense to separate our video production team from our content team. This way, those teams can focus more on their individual goals."

Paragraph Three:

In the third paragraph, you'll want to include your specific request of each employee - if you're planning a team outing, this is the space you'd include, "Please RSVP with dietary restrictions," or "Please email me with questions."

On the contrary, if you're informing staff of upcoming construction to the building, you might say, "I'd appreciate your cooperation during this time." Even if there isn't any specific action you expect from employees, it's helpful to include how you hope they'll handle the news and whether you expect them to do something in response to the memo.

Downloadable Memo Template

Want to see the above memo format in its final form? Download HubSpot's free business memo templates, shown below. The document gives you a framework that sorts your memorandum into subtopics to help employees better digest the information and understand what's expected of them after reading it.
Download this Template
Memo Examples

Different industries or situations will require slightly different memos. Certain ones will need to be longer or shorter, others may not have a timeline, and some will have extensive background information. The format of your memo should change to fit the message you want your employees to receive.

Launch Delay Memo

The objective of this memo is to announce that the launch of a product will be delayed. The introduction includes the new date, so a timeline or long overview isn't necessary. This format of this memo could be applied to other situations where a simple, but important, change is occurring.

What We Like: The launch memo provides readers with insight behind product launch delays, which can alleviate some frustration that customers or employees may otherwise feel if they were not informed.

Other date changes, promotions, milestones, or product announcements could also utilize this format.

Building Update Memo

There are logistical aspects of a business that concern your employees, but don't necessarily involve their work. This memo depicts an example of a kitchen remodel in the office. It's a bit of an inconvenience but not one of a large magnitude.

What We Like: This memo demonstrates a business's understanding of the impact that renovations can have on employees and shows respect and consideration for their needs.

This memo format could be applied to other building updates, work-from-home days, or other widespread but minor announcements.

Community Memo

Celebrations, events, theme days, or other fun things for your employees can also be communicated through memos. Community memos like this example are generally shorter because they don't require much background information or many details.

What We Like: This memo has clear directions on where to find the event taking place, something which would've been less effective if it only would've included the floor number.

Memos of this nature should include a summary, date, and location at minimum.

Persuasion Memo

Persuasion memos are used to encourage readers to take action regarding an event or proposition, like voting or petitioning.

What We Like: This persuasion memo prioritizes giving the reader information to learn on their own and make a decision based on their findings.

The main components of the persuasion memo should include an overview of the task at hand, context to learn more about it, and a call to action that emphasizes the impact the reader can potentially make.

Write Your Memos To the Point

The main difference between a memo and just an email is not the level of complexity, it's the size of the audience. A memo can be simple or intricate, as long as it effectively communicates your message and is relevant to the receiving group of employees. And the message itself should be clear and concise, no matter which memo format you use.
Editor's note: This post was originally published in October 2018 and has been updated for comprehensiveness.

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How to Write a Memo [Template & Examples]

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If you need to inform your employees of official internal business, here’s an easy-to-follow business memo template with examples for several scenarios.