For Sale Construction Forms


Twenty-eight construction forms are available for purchase from the


Following are the forms and what they are used for.  Some of these might be state specific but it is easy to check and refine by working through some issues on Google.  (Yes it can be that simple once a framework is set up).  For specific bond requirements it is suggested you go to the Little Miller Act in the state in which you are working.  The federal government has a Miller Act and each state’s specifics are in its own Little Miller Act.  These are available on the internet and can easily be googled.


Some states allow you to be paid when the contractor or owner is paid; Michigan is an example of this.  Some states, such as North Carolina, do not allow “pay when paid” and demand that you get paid within a “reasonable length of time.”  It is essential to know the laws of the state in which you are working for this advice.


These forms do not furnish nor  imply legal advice but are merely meant as a beginning to your ability to manage a more structured construction/contracting firm.


Name of Form

Use of Form

  1.  Accident Report Form
This form is used to report an on-site accident or illness in a specific manner and within a specific timeline.  This is not the form you would turn over to your worker’s compensation carrier; in most instances this and the form to be returned, fully executed, to your worker’s compensation carrier, need to be provided within 24 hours of the injury and/or accident.  Under no circumstances unless your carrier tells you you can should payment be made to the health facility before the insurance company is notified and asked when payment can be made.
  1.  Billing
This should go to your suppliers and/or subcontractors (whether a first-tier or second-/third-tier subcontractor) so the expectations for bills by your subcontractors and/or suppliers will not be delayed.
  1.  Bonding Letter
Many states demand that the owner be notified by any subcontractor and/or supplier as to the presence on the job or any bond or lien claim could be voidable.  Payment bonds are generally only used for public-sector jobs because these jobs cannot be leined.
  1.  Change Order
If you have work that was not in your original scope, this is a change order form that is quite comprehensive and will protect you against working for free because you went ahead and did something necessary without proper prior approval.
  1.  Cover Letter/Final Lien Waiver
This is a cover letter for the final lien waiver that allows original signatures and return on this type of document.
  1.  Cover Letter/Partial Lien Waiver
This is a cover letter for the partial lien waiver that allows original signatures and return on this type of document.
  1.  Daily Report
This is for field superintendents particularly so you can see in writing and in an organized format what occurred on each job site you have employees working on.
  1.  Final Waiver of Lien
Although some owners/engineers like their own forms, this “final waiver of lien” is generally accepted.  Please check the state you are working in or the engineer of record to make sure it complies with applicable state statutes.
  1.  Insurance
This is a good template to request insurance certificate(s) from all subcontractors and/or suppliers.  Make sure the parameters comply with each job you are working on.  Adding additional insureds and loss payees to insurance certificates are done at no charge.
  1.  Job Application Form
This form is used for job applicants.  There is certain information that can be used for insurance purposes but not to be used until the applicant is hired such as age, marital status, etc.  Many states have an at-will provision with employees but it is easier to enforce this if the at-will status is made clear to applicants prior to hiring and signed by them.  Check with your state labor issues to insure that the questions asked and the affirmations that request signature by the applicant are legal in the state in which you are hiring staff.
  1.  Job Costing
This, unlike the Daily Report, shows the hours all staff worked whether they are exempt employees or hourly employees.  Together with insurance, payroll and overhead costs, this will assist you in assigning proper costs to each job.
  1.  Letter of Intent
Frequently a job is promised (and usually goes forth) but there is nothing in writing.  Your suppliers and/or subcontractors need prep time.  This gives them assurances they will have the job if you get it but protects you if something “falls apart.”
  1.  Letter of Transmittal
This puts in writing what specific materials you need and are getting from each specific subcontractor and/or supplier or if you are a subcontractor and/or supplier you can use this if the general contractor (a/k/a prime contractor) does not have such a form.  It protects both parties.
  1.  Letter, Notice of Furnishings
This is a transmittal letter for a Notice of Furnishings which generally is required to keep your lien position for all private sector jobs.  In a public sector job generally the bond letter is sufficient.
  1.  Non-Compete, Non-Disclosure Agreement
This is a form to be used for select staff, generally top-management, whom have proprietary information that determines how your company gets its business.  Consideration must be given and one cannot take away the signer’s right to make a living should s/he not be employed by your company in the future.  Check with your state labor laws to insure that this document is in compliance with state standards.
  1.  Notice of Furnishings
This is the actual Notice of Furnishings you must provide the Owner of the project you are working on, whether as a general contractor, subcontractor, or supplier.
  1.  Notice to Proceed
Do not start on a job unless you have written authorization to do so.  This is an example of such authorization.
  1.  Partial Wavier of Lien
This is a generally accepted form.  See further information in the Cover Letter segment of this table and make sure the project you are working on and the State does not have requirements that are not in this partial waiver of lien.
  1. Precommencement Outline
What do you need before you begin a job?  This precommencement outline gives you an idea of things to consider and which employee did each task so you know who is accountable for each specific item.
  1.  Project Checklist
This is similar to the project checklist but is necessary from bidding through actually being on the jobsite.
  1.  Purchase Order
This is a very important document.  It outlines payment terms and also if correctly drawn up gives a maximum to be purchased.  If adjustments need to be done later at least you will have a handle on the costs of what is bought for each job.
  1.  Request for Quote Form
If you need a quote from a company, utilize this form to insure completeness of your request.
  1.  Request Quote
If you need to provide a quote to another company, utilize this form to insure completeness of your price.
  1.  Safety Plan
You should use the general contractor’s safety form and agree to comply or furnish your own Safety Plan.  This is a template for such a safety plan but each job and each state have specific requirements generally covered by this template.  However, you need to make sure this Safety Plan is in compliance with all parameters of the job contracts and the state.
  1.  Scope Letter
This letter should include your pricing and terms for any job you bid to another contractor, an Owner, or an engineer.
  1.  Subcontract Agreement
If you have a subcontractor/supplier, this contract is a great template.  Make sure it meets project and statutory requirements.
  1.  Subcontractor Cover Letter
This is a cover letter to make sure you and the party you are contracting with have original initials and signatures on the Subcontract Agreement.
  1.  Sworn Statement
Not all states require sworn statements but they are a good mechanism to insure that you have paid all subcontractors/suppliers or if you are a general contractor that your subcontractors/suppliers have paid all their obligations for the job.