Generating Notice Letters with Notice Builder

Background

The Notice Builder feature transforms how construction project teams handle one of their most critical communication requirements: drafting contractually required notice letters. This new capability within our Procore integration addresses the common "blank page" challenge that prevents project managers from sending timely notifications about situations impacting schedule, costs, or project scope.

Construction projects frequently encounter unexpected events, from weather delays and material shortages to unforeseen site conditions, that require formal notification to stakeholders. However, many project teams struggle with crafting these notices effectively, leading to delayed or incomplete communications that can have serious contractual and financial implications. Notice Builder eliminates this barrier by providing a guided experience that captures all relevant information needed for compliant, professional notice letters.

The feature streamlines your workflow by automatically considering notice provisions within your contract, identifying appropriate stakeholders for notification, and incorporating relevant project information from Procore. This ensures your notices are not only timely but also comprehensive and contractually compliant. By overcoming the communication hesitation that many teams experience, Notice Builder helps protect your project's interests while maintaining professional relationships with all stakeholders.

Things to Consider

• Currently available within the Procore integration side panel

• All team members with Procore integration access can use the feature

• Supported Notice Types: Project delays, Weather events, Unforeseen conditions, Changes in work, Other (for situations not covered by standard categories)

Steps

Creating a Notice Letter

1. Access Notice Builder within your Procore integration interface and then click +New Notice

   

2. Select the notice type that best describes your situation:

   • Project delays

   • Weather events

   • Unforeseen conditions

   • Changes in work

   • Other

3. Complete the Situation Details section (required):

   • Describe the specific situation or event that occurred

   • Select the date when the situation happened

   • Provide clear, factual details about what transpired

Documenting Potential Impacts

4. Fill out the Potential Impacts section:

   • Project scope: Indicate whether there are changes to the overall project scope

   • Expected delay: Specify the anticipated delay duration (days, weeks, etc.)

   • Affected milestones: List which project milestones will be impacted

   • Estimated extra costs: Provide cost estimates for additional expenses incurred

5. Use the "still investigating" option if impacts are not yet fully determined—this allows for timely notification while indicating that additional details will follow

Defining Next Steps

6. Complete the Next Steps section:

   • Mitigating actions: Describe immediate steps being taken to address the situation

   • Remediation plans: Outline longer-term solutions and recovery strategies

7. Review the generated notice to ensure all information is accurate and complete

8. Submit the notice—it will be automatically stored and associated with your project's playbook

Managing Generated Notices

9. View all notices associated with your project within the Procore integration interface

10. Track notice history to ensure all qualified events have appropriate documentation

11. Prepare follow-up notices as situations evolve or when investigations are completed