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Letter Of Finish Contract

Letter Of Finish Contract Template for Philippines

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Key Requirements PROMPT example:

Letter Of Finish Contract

"I need a Letter of Finish Contract for our IT infrastructure upgrade project completed on March 15, 2025, which was delivered by TechPro Solutions to our company, Metro Manila Bank, including the handover of all system documentation and confirmation of the 12-month warranty period."

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Document background
The Letter of Finish Contract is a crucial document in Philippine business practice that marks the formal conclusion of a contractual engagement. It is typically used when a project, construction work, or service contract has been completed and needs formal documentation of completion. This document is essential for both legal and administrative purposes, serving as evidence that all contractual obligations have been met and that the final product or service has been delivered to the client's satisfaction. The letter must comply with Philippine civil law requirements and often references the Construction Industry Authority of the Philippines (CIAP) guidelines when used in construction projects. It typically precedes final payment release and marks the commencement of any warranty or defects liability period.
Suggested Sections

1. Letter Header: Complete letterhead information including date, reference number, and proper addressing to recipient

2. Contract Reference: Clear reference to the original contract including contract number, date, and project title

3. Completion Statement: Formal declaration of project/work completion with specific completion date

4. Scope Confirmation: Confirmation that all contracted work has been completed according to specifications

5. Final Inspection Details: Reference to final inspection conducted, including date and participating parties

6. Handover Confirmation: Statement confirming the handover of all deliverables

7. Closing Statement: Formal closing statement requesting acknowledgment if required

8. Signature Block: Space for authorized signatures from both parties

Optional Sections

1. Outstanding Items List: List of any minor pending items or punch list items, used when there are agreed minor items pending completion

2. Warranty Statement: Reference to ongoing warranty obligations, included when there are continuing warranty terms

3. Final Payment Details: Information about final payment status or requirements, used when payment completion needs to be documented

4. Defects Liability Period: Statement about the start of defects liability period, included for construction or installation projects

5. Release of Retention: Details about the release of any retention amount, used when retention money is involved

Suggested Schedules

1. Completion Certificate: Official completion certificate signed by relevant authorities or inspectors

2. Final Inspection Report: Detailed report of the final inspection findings

3. Handover Documents List: Itemized list of all documents, manuals, or materials handed over

4. Final Cost Statement: Statement showing final contract value including any variations

5. Photographic Evidence: Photos documenting the completed work

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Construction

Infrastructure Development

Real Estate

Manufacturing

Information Technology

Engineering Services

Professional Services

Industrial Projects

Energy and Utilities

Telecommunications

Relevant Teams

Legal

Operations

Project Management

Quality Assurance

Construction

Commercial

Procurement

Contract Administration

Engineering

Site Operations

Relevant Roles

Project Manager

Contract Administrator

Construction Manager

Site Supervisor

Quality Control Manager

Operations Director

Chief Engineer

Project Director

Legal Counsel

Procurement Manager

Client Representative

Technical Director

Facilities Manager

Commercial Manager

Industries
Civil Code of the Philippines (Republic Act No. 386): The fundamental law governing contracts, obligations, and civil relationships in the Philippines. Particularly relevant are Book IV on Obligations and Contracts, which provides the basic framework for contract completion and termination.
Construction Industry Authority of the Philippines (CIAP) Document Protocols: Guidelines for construction-related documentation and completion certificates, including standard formats and requirements for project completion documentation.
Republic Act No. 9184 (Government Procurement Reform Act): If the project involves government contracts, this law provides guidelines for contract completion and documentation requirements for government projects.
Department of Trade and Industry (DTI) Guidelines: General business practice guidelines that may affect the format and content requirements of business documentation and contract completion notices.
National Building Code of the Philippines (PD 1096): Relevant for construction-related completion certificates, providing requirements for final inspection and completion documentation.
Philippine Contractors Accreditation Board (PCAB) Rules and Regulations: Guidelines specific to contractor documentation and project completion requirements, including standard practices for finish contracts.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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