BUSINESS AND TRAINING 13 a neutral checklist of key data items , regardless of personal preferences . To avoid or minimise disputes requires efficient and time-saving procedures to complete and maintain project records . The use of well-designed standard forms permits the quick and easy completion thereof with space to highlight exceptional events requiring non routine attention .
The use of e-mail has become easy and widespread across all smart devices to issue an electronic communication 24 / 7 . While the issuer is not necessarily expecting a speedy response from the recipient the announcement of a message outside recognised business hours ( allowing for international time zones ) is neither courteous nor realistic .
International and South African Standard-form Construction Contracts ( SfC ) seek to avoid disputes by creating a time-tested legal contract administrative tool . Where users have unilaterally altered the wording of a SfC to suit their purposes , expensive and time-consuming legal processes have often followed .
The practice of issuing a Letter of Intent instead of a Letter of Appointment where a request to the tenderer to extend the tender validity period , can potentially avoid abortive work by contractors committing resources to a project before the award .
The ECSA ‘ Overarching Code of Practice for Performance of Engineering Work ’ ( R-01-CoP , 09 December 2020 ) refers inter alia to the safe and secure storage of project related documentation for a minimum of 10 years in soft and hard copy format after completion . A registered practitioner or reviewer of design calculations , drawings , reports , instructions , certificates , method statements etc must acknowledge their qualification or authority as the author or reviewer - by stating their registration number and a ‘ wet ’ signature or using an authenticated electronic signature . A practitioner may not sign blank or incomplete documents .
It may be appropriate to use page headers to clearly state the purpose of a message and the response required … The Project : Subject Matter : Action required ( who / when / where ): Date / time to be completed : Any outstanding information ? List attached documents .
Consider : “ If it is not in writing , it does not exist ,” and , “ I did not have time to make it any shorter ”. PA
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The hierarchy of who is authorised to sign certain documents is determined in the Companies Act . For the execution of projects such authority and responsibility must be delegated in compliance with the Construction Regulations 2014 , as revised .
Get it all in writing .
February 2025 Volume 30 I Number 12 www . plumbingafrica . co . za