FinalLetters Memos

<Insert Letterhead Here>
DATE
ADDRESS
RE: D______________
Dear <<<CONTRACTOR>>>:
Attached for your review is a summary of final contract quantities for the subject contract.
In accordance with Section 109-11 of the Department of Transportation Standard

Specifications, the final agreement for the project referenced herein will not be drawn and
finalized “until all work required under the contract has been satisfactorily completed, all
claims presented and all accounts for extra work and materials have been rendered,
considered, and if agreed to, made a part of such final agreement”.
Additionally, in accordance with Specification Section 110-01, certain documents and

submissions are considered to be necessary to enable timely processing of the final
payment. As of the date of this letter, the following have not yet been received and may
delay the processing of the final payment:
(LIST ANY MISSING DOCUMENTATION. IF ALL DOCUMENTATION HAS BEEN

SUBMITTED, MODIFY THIS LETTER ACCORDINGLY.)
As prime contractor for the subject contract, you are hereby required to promptly submit to
this office any exceptions or disputes relative to the proposed final contract quantities,
accounts for extra work and materials, together with supporting measurements and/or data,
and any other documentation listed above. In order to be considered as a part of the final
agreement, your reply with supporting documentation must be received by this office
within fifteen (15) days of the date of this letter. If this deadline presents a serious
problem, please notify this office by certified mail within fifteen (15) days of the date of
this letter as to when you will forward the required information. Should you wish to review
final quantity computations, please submit your request in writing as soon as possible.
If we do not receive any notification from you within fifteen (15) days of the letter, we will assume
you are in agreement with the final contract quantities and have no disputes. We will, proceed with
the processing of the final estimate.
Very truly yours,
_____________________________
Your name
ENGINEER-IN-CHARGE
Cc: Regional Construction Engineer

File
DATE:
(One for All Towns and

Utilities involved in this Project)
Address
RE: Contract D number and identifying information
Gentlemen:
We are in the process of Final Acceptance of the above noted project. We wish to have
your acceptance of any work which came under your jurisdiction.
Please contact this office at (your number), to inform us as to when your inspection will
take place.
Respectfully,
__________________
Engineer-in-Charge
cc: Area Supervisor

Project file
M E M O R A N D U M
TO: , Regional Construction Engineer
FROM:
SUBJECT: FINAL INSPECTION / ACCEPTANCE

D# , PIN
(Description of Contract)
(County)
DATE:
Work on the subject contract has been satisfactorily completed and is not ready for your
final inspection.
The project was inspected on by
Engineer-In-Charge:
Resident Engineer:
Consultant:
Contractor:
Federal Aid: (yes/no) F.A.#
Bid Amount: Approximate Final Amount:

(Explanation of significant increase/decrease)
Original Completion Date: Last Day of Work:

(Explanation of significant increase/decrease)
Traffic Control Devices: (in place/not required)
All signal pole designs have been verified and are acceptable:
(Yes/no/not applicable)
Uncompleted work agreement: (not required/needed/in place)

(Attach explanation if uncompleted work is needed or in place)
Pg 1
Last day of planting for period of establishment:

Final dollar amount of planting items:
(Attach list of planting items if needed)
(Show computation: period of establishment deposit = $ x 10% x 2)
Items requiring warranty: (yes/no)

(Attach list of items, description and date of warranty)
Extension of time: (not required/needed/approved)

With changes: (yes/no) Dollar Amount:
(If answer no to charges then state “worksite safe and convenient for use by traveling public”)
Orders on Contract:
# Approved:
# Submitted but not approved:
# To be submitted:
Affected Agencies Date Accepted

(List) (Must have date agency was accepted.
Structural Shop Drawings: (status of approved reproducible shop drawing to MO Structures -

must include
Shop drawing number and description for those not submitted and need to be.)
Post construction conference scheduled: (yes/no) Date:
Claim: (yes/no)
(If yes or possible explain claim)
Final MURK been made: (yes/no)
Attachments
cc:
Pg 2

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<Insert Letterhead Here>

In accordance with Section 109-11 of the Department of Transportation Standard

Additionally, in accordance with Specification Section 110-01, certain documents and

(LIST ANY MISSING DOCUMENTATION. IF ALL DOCUMENTATION HAS BEEN

Very truly yours,

Cc: Regional Construction Engineer

(One for All Towns and

RE: Contract D number and identifying information

cc: Area Supervisor

TO: , Regional Construction Engineer

SUBJECT: FINAL INSPECTION / ACCEPTANCE

The project was inspected on by

Bid Amount: Approximate Final Amount:

Original Completion Date: Last Day of Work:

Traffic Control Devices: (in place/not required)

Uncompleted work agreement: (not required/needed/in place)

Last day of planting for period of establishment:

Items requiring warranty: (yes/no)

Extension of time: (not required/needed/approved)

Affected Agencies Date Accepted

Structural Shop Drawings: (status of approved reproducible shop drawing to MO Structures -

Post construction conference scheduled: (yes/no) Date:

Final MURK been made: (yes/no)

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