Construntion Communication

1. 2002 Construction
Administration Documents

2. Tutor Copy

3. Construction Administration
Documents
Construction administration documents are
forms which must be kept as evidence of a
transaction having taken place.
When work is completed, or safety checks
carried out, or material ordered and delivered,
the relevant paperwork must be completed and
copies kept.
These copies become documents and are vital
records which must be filed and stored until an
audit of the job has taken place.

4. Typical examples of these
documents include:
• Order forms.
• Delivery notes.
• Invoices.
• Timesheets.

5. Order Forms
Most builders have accounts with various suppliers
to supply them with the necessary materials to
carry out their work. Usually the builder comes to
an arrangement with the supplier and agrees to
pay their bills within 30 days of receiving the
goods. If that is so, the builder receives a discount
on the bill. This acts as an incentive to the builder
to pay within the agreed time.
To ensure that both people, keep true records the
builder uses an order form. This is completed every
time an order is placed, and a copy is sent to the
supplier and the builder for future reference keeps
copies.

6. A typical order form

7. Delivery Note
When deliveries are made to a building site or workshop,
they are checked against the order form by someone
designated to do so. This may be a store person, charge
hand or foreman. Each item and quantity is ticked off, and
any mistakes noted.
All materials are checked for damage, and the order number
checked against the delivery note.
Only after everything is checked should the note be signed
and the delivery accepted.
Any discrepancies in the delivery are noted on the delivery
note and the supplier informed.
Copies of the note are kept and filed in the office.

8. An example of a Delivery Note.

9. Invoices
Once the delivery has been made, the
supplier will send an invoice or bill to the
builder for payment to be made.
The invoice is checked against the delivery
note, then payment is made and the account
settled.
It is common for suppliers to offer a discount
to clients if the bill is paid promptly.

10. An Example of an Invoice

11. Time Sheets
Most firms have some means of recording
the time employees spend at work. The
most common way is a time sheet. Each
employee has to complete a time sheet
every week, so that his employer has a
record of the time he has spent at work.

12. An example of
a Time sheet