Construction Communication Terminology

1. Tendering & Procurement

• Pre-Qual – Pre-Qualification Assessment of a contractor’s capability (financial, safety, experience) before allowing them to tender.
• ROI – Registration of Interest Initial step where suppliers indicate interest in participating in an upcoming tender.
• EOI – Expression of Interest Used to understand market capability and shortlist suitable contractors before issuing tender documents.
• RFQ – Request for Quotation Request for pricing on simple, clearly defined, or commodity-type items.
• RFT – Request for Tender Formal invitation for contractors to submit a full tender price for a defined scope.
• RFP – Request for Proposal Request seeking a contractor’s methodology, delivery approach, and price, often for design–build or performance-based projects.
• ITT – Invitation to Tender Formal issue of tender documents to selected bidders.
• NTT – Notice to Tenderer Formal clarification, update, or amendment issued during the tender period.
• Addendum / Addenda Official update or change to tender documents (drawings, specifications, quantities).
• RFI (Bid) – Request for Information Clarification question raised by bidders during the tendering stage.
• BAFO – Best and Final Offer Final negotiated submission from shortlisted bidders.
• LOI – Letter of Intent Indicates the client’s intention to proceed with a contractor ahead of contract finalisation.
• LOA – Letter of Award Formal notification that a contractor has been selected for the project.
• TBE – Technical Bid Evaluation Assessment of bidders’ technical submissions, compliance, and capability.
• CBE – Commercial Bid Evaluation Assessment of bidders’ pricing, terms, and commercial conditions.

2. Contract Administration

• VO / VOR – Variation Order / Variation Order Request Approved change altering the agreed scope, cost, or contract duration.
• CO – Change Order Instruction documenting an approved change to the work and contract price.
• PCO – Potential Change Order A proposed change that is under review and not yet approved.
• CVI – Confirmation of Verbal Instruction Formal written confirmation of a verbal direction given on-site.
• AI / SI – Architect’s Instruction / Site Instruction Directive issued by the architect or lead consultant instructing a change, correction, or action.
• PMI – Project Manager Instruction Instruction issued by the client’s project manager that directs the contractor to perform work.
• DIR – Direction Instruction Request Request from the contractor for a written instruction before proceeding with work.
• EOT – Extension of Time A formal claim requesting additional time due to delay events.
• NOD – Notice of Delay Notification that progress is being delayed due to a specific event or obstruction.
• NOC – Notice of Claim Formal notification of the intention to claim additional cost or time under the contract.
• RCC – Revised Contract Cost Updated contract sum after incorporating approved variations and adjustments.
• PC Sum – Prime Cost Sum Allowance for items not yet selected at contract signing.
• Prov Sum – Provisional Sum Allowance for uncertain or undefined elements of work.
• LL – Lessons Learned Document summarising key learnings at project completion.

3. Financial & Progress Communication

• BOQ – Bill of Quantities Document summarising key learnings at project completion.
• SOV – Schedule of Values Detailed allocation of the contract sum into work components used to assess and certify progress claims.
• PC / Payment Claim / Progress Claim Contractor’s request for payment based on work completed to date.
• AFP – Application for Payment The complete submission requesting payment, usually including supporting documentation and progress details.
• CC / PCert – Cost Certificate / Payment Certificate The document issued by the client or contract administrator confirming the amount approved for payment.
• Ret / RG – Retention / Retention Guarantee Funds withheld from each payment to ensure performance and rectify defects.
• FA – Final Account The agreed closing financial statement resolving all payments, variations, and adjustments.
• PO – Purchase Order Formal authorisation for the supply of specific goods, materials, or services.
• SO – Service Order Authorisation to perform a defined service or scope of work.
• GRN – Goods Received Note Document confirming materials ordered have been delivered.
• DN – Delivery Note Document accompanying goods from a supplier listing the delivered items.
• CV – Cost Variance Difference between the budgeted cost and actual cost for a work activity.
• EV – Earned Value Measure of progress comparing completed work value against planned cost and schedule.

4. Design & Coordination

• IFC – Issued for Construction The official drawing set approved for construction use.
• IFU – Issued for Use Drawings or documents approved for installation or fabrication.
• IFR – Issued for Review Documents provided for consultant/client review and comments.
• IFA – Issued for Approval Documents awaiting approval before fabrication or construction begins.
• Shop Drawings Contractor-prepared drawings showing fabrication, installation, or assembly details.
• Submittal Documents, samples, or technical data submitted for approval.
• MAR – Material Approval Request Request for approval of specific materials or samples.
• RFI (Construction) – Request for Information Contractor’s formal query relating to missing, unclear, or conflicting design information.
• TQ – Technical Query A detailed technical question requiring engineering/design clarification.
• FCR – Field Change Request Request from site personnel to alter a design, method, or detail due to site conditions.
• Redlines Marked-up drawings showing discrepancies or changes found during construction.
• As-Builts Final drawings showing the project in its actual constructed form.
• LOD – Level of Development Defines the detail and accuracy level of BIM elements.
• CDE – Common Data Environment Central digital platform where all project information is stored, tracked, and shared.
• CDR – Coordination Drawing Review Review of coordinated drawings ensuring services and structural systems fit without clashes.

5. Compliance, Safety & Quality

• SWMS – Safe Work Method Statement Document identifying high-risk work and detailing safe execution methods.
• RAMS – Risk Assessment Method Statement Combined document outlining hazards, risks, and safe work processes.
• JSA / JHA– Job Safety Analysis / Job Hazard Analysis Task-based risk assessment identifying hazards and controls.
• SDS – Safety Data Sheet Information sheet detailing hazards and safe handling of chemicals or materials.
• ITP – Inspection and Test Plan Plan identifying required inspections, tests, and hold/witness points for quality control.
• QA Checklist Checklist used to verify compliance with quality requirements.
• Hold Point Mandatory pause in work until inspection or approval is granted.
• Witness Point A point where the client or engineer may observe work without stopping it.
• NCR – Non-Conformance Report Issued when work does not meet project specifications or standards.
• CAR – Corrective Action Request Formal request to correct and prevent recurrence of a non-conformance.
• OBS – Observation Report Record of an issue requiring attention but not considered a non-conformance.
• TBT – Toolbox Talk Short site meeting addressing safety topics and task-specific risks.
• HSE Report – Health, Safety & Environment Report Routine report summarising safety performance, incidents, and environmental compliance.

6. Legal & Contractual Notices

• NTP – Notice to Proceed Formal instruction authorising commencement of contract works.
• PC – Practical Completion Stage when the works are fit for use and only minor defects remain.
• SC – Substantial Completion Stage where the project is sufficiently complete for its intended use.
• CCC – Code Compliance Certificate Local authority confirmation that the building complies with the approved building consent.
• CPC – Certificate of Practical Completion Formal certification that practical completion has been achieved.
• DLP – Defects Liability Period Period following practical completion during which defects must be rectified.
• Snag List / Punch List List of minor outstanding items to be completed or corrected before final acceptance.
• LDs / LADs – Liquidated (and Ascertained) Damages Pre-agreed damages payable for delays beyond the contractual completion date.
• NOC – Notice of Completion Formal notice confirming that all project obligations have been completed.
• HOTO – Handover–Takeover Formal process of transferring the completed facility to the client or operator.
• MGD – Making Good Defects Certification confirming all defects and outstanding items have been rectified.
• Warranty Certificate Document confirming warranty coverage for installed systems, equipment, or products.

7. User Defined / General Correspondence

• Emails
• Internal Emails