The Subcontractor Confirmation Letter is a crucial document in the Malaysian construction and project management landscape, typically used when formally engaging subcontractors for specific project components or specialized services. This document serves as an initial formal confirmation of appointment before a detailed subcontract agreement is executed, or as a standalone document for smaller scope works. It needs to comply with Malaysian legislation, including the Construction Industry Development Board Act 1994, Contracts Act 1950, and relevant employment laws. The letter typically follows after successful tender negotiations or direct appointment discussions, confirming commercial terms, scope, and key obligations while ensuring all parties understand their roles and responsibilities within the project framework.
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1. Letter Header: Company letterhead, date, reference number, and recipient's details
2. Subject Line: Clear identification of the project and purpose of the letter
3. Opening Reference: Reference to prior discussions, tender, or quotation submitted
4. Confirmation of Appointment: Clear statement confirming the subcontractor's appointment
5. Project Details: Brief description of the main project and location
6. Scope of Works: Clear description of the specific works to be performed by the subcontractor
7. Commercial Terms: Contract value, payment terms, and schedule
8. Duration: Start date, completion date, and any key milestones
9. Key Obligations: Essential responsibilities including quality, safety, and compliance requirements
10. Acceptance: Request for confirmation and acceptance of the terms
11. Closing: Standard letter closing with signatory details
1. Insurance Requirements: Specific insurance coverage requirements, included when project has special insurance needs
2. Performance Security: Details of any required bonds or guarantees, included for high-value or high-risk works
3. Site Access Requirements: Special site access or security protocols, included for restricted or sensitive locations
4. Reporting Requirements: Specific progress reporting obligations, included for complex or long-duration works
5. Quality Control Measures: Specific quality control requirements, included for specialized or high-precision works
6. Environmental Requirements: Special environmental compliance requirements, included for environmentally sensitive projects
1. Schedule A - Detailed Scope of Works: Detailed technical specifications and scope breakdown
2. Schedule B - Bill of Quantities: Detailed breakdown of quantities and rates
3. Schedule C - Project Schedule: Detailed timeline and milestone dates
4. Appendix 1 - Safety Requirements: Project-specific safety requirements and procedures
5. Appendix 2 - Technical Drawings: Relevant technical drawings and specifications
Relevant legal definitions
Works
Project
Site
Main Contract
Contract Sum
Completion Date
Commencement Date
Specifications
Practical Completion
Working Day
Defects Liability Period
Project Manager
Representative
Variation
Force Majeure
Payment Certificate
Construction Equipment
Materials
Workmanship
Safety Requirements
Programme
Quality Standards
Technical Documents
Substantial Completion
Progress Report
Project
Site
Main Contract
Contract Sum
Completion Date
Commencement Date
Specifications
Practical Completion
Working Day
Defects Liability Period
Project Manager
Representative
Variation
Force Majeure
Payment Certificate
Construction Equipment
Materials
Workmanship
Safety Requirements
Programme
Quality Standards
Technical Documents
Substantial Completion
Progress Report
Clauses
Relevant Industries
Construction
Infrastructure
Oil and Gas
Manufacturing
Property Development
Mining
Telecommunications
Industrial Development
Renewable Energy
Transportation
Relevant Teams
Legal
Procurement
Operations
Project Management
Commercial
Contracts Administration
Construction Management
Risk Management
Technical Services
Engineering
Relevant Roles
Project Manager
Construction Manager
Contracts Manager
Procurement Manager
Site Supervisor
Commercial Manager
Operations Director
Project Director
Legal Counsel
Contract Administrator
Quantity Surveyor
Technical Manager
Chief Operations Officer
Engineering Manager
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