📍 When to use this template
- When the contractor fails to achieve a milestone or complete the project by the stipulated date, after considering all approved Extensions of Time (EOTs).
- Prepared by the Engineer/PMC team before certifying the final bill or when invoking the LD clause during the project.
- Typically filled by the Contracts Manager or Project Manager and approved by the Client/Employer's representative.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information6 fields
Project Name
_____________
Contract / Package No.
_____________
Document Number
_____________
Date of Calculation
_____________
Prepared By (PMC/Engineer)
_____________
Approved By (Client/Employer)
_____________
2Contractual Dates & Milestones6 fields
Original Contract Start Date
_____________
Original Contract Completion Date
_____________
Stipulated Period of Completion (in days/months)
_____________
Approved Extension of Time (EOT) in Days
_____________
Revised Contract Completion Date (Original + EOT)
_____________
Reference to EOT Approval Letters
_____________
3Actual Completion & Delay Calculation6 fields
Actual Date of Substantial Completion (as per Taking-Over Certificate)
_____________
Total Delay in Days (Actual Completion - Revised Completion)
_____________
Delay Attributable to Employer/Force Majeure (in Days)
_____________
Delay Attributable to Contractor (Net Delay in Days)
_____________
Reference to Delay Analysis Report
_____________
Remarks on Delay Apportionment
_____________
4Contractual LD Clause Details5 fields
Relevant Contract Clause No.
_____________
LD Rate (e.g., % of Contract Value per week/day of delay)
_____________
Maximum LD Cap (% of Total Contract Value)
_____________
Total Original Contract Value (CV)
_____________
Value of Work for LD Calculation (if different from total CV)
_____________
5LD Amount Calculation7 fields
Net Delay Period for LD (in Days/Weeks)
_____________
Applicable LD Rate
_____________
Calculated LD Amount (Net Delay * Rate * Contract Value)
_____________
Maximum Permissible LD Amount (as per Cap)
_____________
Final LD Amount to be Levied (Lesser of Calculated vs. Cap)
_____________
LD Amount Already Deducted in RA Bills (if any)
_____________
Balance LD to be Recovered/Deducted in Final Bill
_____________
6Approvals & Records5 fields
Signature (Contracts Manager)
_____________
Signature (Project Director - PMC)
_____________
Signature (Client Representative)
_____________
Date of Final Approval
_____________
Reference to Final Bill where deducted
_____________
💡 Sample filled excerpt
Net Delay Period for LD: 45 Days (approx. 6.4 weeks) | Applicable LD Rate: 0.5% per week | Calculated LD Amount: 6.4 weeks * 0.5% * ₹5,00,00,000 = ₹16,00,000 | Maximum Permissible LD (10% Cap): ₹50,00,000 | Final LD Amount to be Levied: ₹16,00,000
⚖ Compliance notes
- Fulfills the procedural requirement for levying damages as per the Indian Contract Act, 1872, Section 74.
- Provides a clear basis for deductions in the Final Bill, as per FIDIC Sub-Clause 8.8 [Delay Damages] or equivalent CPWD/State PWD contract clauses.
- Essential documentation for contract closure and to defend against potential arbitration claims regarding delay penalties.
- Creates an auditable record for client/internal finance teams to verify the penalty calculation against contract terms.