How to Use This Resource: Principal Contractor Appointment Confirmation Letter

Purpose and outcome

This letter is a simple, written record that you have accepted the Principal Contractor (PC) role for a specific project, from a specific start date, with clear scope and responsibilities. It also confirms (or prompts the client to confirm) who the Principal Designer (PD) is, the expected programme, and what information is still needed before you start work.

Good completion looks like: the letter is edited to match the job, signed (or agreed by email), and filed in the project folder so there is no argument later about who was PC, from when, and on what basis.

Who uses it (roles and responsibilities)

When to use it (trigger points)

• As soon as the client issues the PC appointment (instruction, order, contract award, or email appointing you).
• Before mobilisation (before you commit labour, plant, or start setting up site).
• Any time the job changes materially, for example:
  • Start date changes or there is a long pause and restart.
  • Scope changes significantly (e.g., extra floors, structural changes, new trades added).
  • PD changes or no longer acting.
  • The project status changes and may become Higher-Risk Building work (stop and clarify dutyholders before continuing).

Before you start (what you need to hand)

Gather what you can first. If you don’t have it yet, use Section 5 of the letter to request it clearly.

• Client instruction/appointment (email, order, contract clause, meeting note) including the date.
• Basic project details: project name, site address, key contacts, access arrangements.
• Pre-Construction Information (PCI) (even if incomplete): known hazards, constraints, existing drawings, existing services info.
• Design info: latest drawings/spec, who is designing what, and what’s still “TBC”.
• Surveys/reports you know about: asbestos, structural, services, ground, drainage, etc.
• Programme assumptions: intended start date, key milestones, target finish.
• Building Control route: Local Authority or Registered Building Control Approver (RBCA), plus contact details (if known).
• Notifiability check (F10): if the project is notifiable, confirm who is submitting it and how you’ll get the reference/record.

How to complete it (step-by-step)

1. Fill in the header details (PC and Client info, date, project, site address).

   • Use trading name and registered company name consistently (avoid confusion later).
   • Add your job reference and the client’s reference if they have one.

2. Confirm the appointment and start date.

   • Use the instruction date the client gave you (email/letter date).
   • Set a realistic PC role start date. If you are not prepared to start until you have certain information, keep the wording that the start is “on receipt of the information listed… whichever is later”.

3. Confirm the project is non–Higher-Risk Building work (as expected).

   • If you are not sure, don’t guess—ask the question and record the response.
   • If anything suggests HRB status, pause and clarify dutyholder arrangements before starting/continuing.

4. Section 1: Confirm duties in plain terms.

   • Keep it factual: you understand your CDM 2015 PC duties and Building Regulations dutyholder duties, and you will coordinate and cooperate.
   • Don’t over-promise. Only commit to what you can control.

5. Section 2: Define the scope and “who is doing what”.

   • List included works and excluded/by others (this prevents gaps and disputes).
   • Use the role clarity table to name a person/company against each topic (welfare, CPP, temporary works, design responsibility, Building Control liaison).
   • If something is unknown, write “TBC by Client” or “TBC with PD” rather than leaving it vague.

6. Section 3: Confirm the Principal Designer details.

   • Do not start construction without a clear PD arrangement where required.
   • Record the PD company, contact, and appointment date. If the client hasn’t appointed one, the letter prompts immediate action.

7. Section 4: Record the programme dates.

   • Keep it simple: planned site start, key enabling works, target completion, and any occupation/handover dates.
   • Add any constraints in the notes (school runs, noisy works windows, delivery restrictions).

8. Section 5: List the information you need before work starts.

   • Be specific. If you need an asbestos survey before any intrusive work, state that plainly.
   • If you can start limited enabling works without some items, say so and define the limit (e.g., “No ceiling void works until services survey received”).

9. Sections 6–7: Confirm what you will provide and what the client must do.

   • This is where you prevent “we thought you were doing it” problems. Make client actions clear and achievable.

10. Section 8: Get acceptance and signatures.

    • Ask the client to sign and return. If they won’t sign, ask them to reply by email confirming acceptance of the contents (keep that email with the letter).
    • Make sure your signatory is authorised (director/manager as per your company rules).

11. Use the quick checklist (optional) as a final “ready to start” check.

    • Tick/date it during pre-start. File it with the signed letter.

Review and approval (what to check before sending)

• Scope match: included/excluded works match the quote/order and what the site team expects.
• Dates and dependencies: start date is realistic and linked to receiving critical info (PCI/surveys/services isolations).
• PD named: PD details are completed or the request for appointment is explicit.
• Building Control: route/contact is confirmed or clearly requested.
• Design responsibility: “who designs what” is not left vague (temporary works and specialist designs are common gaps).
• F10 (if applicable): responsibility and reference handling are clear.

Escalation points (don’t start until resolved)

• PD not appointed/unclear where one is required.
• No PCI and no plan to provide it (especially for refurbishment/unknown services).
• Known or suspected asbestos with no suitable survey or controls agreed.
• Client wants a start date but key safety-critical information is missing (record the hold point in writing).
• Any indication the work may be Higher-Risk Building scope (stop and clarify).

Recordkeeping (storage, version control, retention)

• Save location: project folder under something like 01_Pre-Start / Appointments or CDM / Dutyholder Appointments.
• File set: keep (1) the final signed letter, (2) any email acceptance, and (3) the client’s original instruction/appointment.
• Version control: name files clearly, e.g. PC_Appointment_Confirmation_Letter_Signed_YYYY-MM-DD.pdf. Keep drafts if they show key changes agreed.
• Site copy: keep a copy available to the Site Manager for pre-start and audits (printed or on a site tablet).
• Retention: keep at least for the project duration and your normal contract/claims period (many firms keep key appointment and CDM records for 6+ years). Follow your company policy and client/contract requirements.

How often it should be reviewed or updated

• At mobilisation: confirm it still matches reality (start date, PD, Building Control route, scope).
• On major change: issue an updated letter (or a short addendum) if there is a significant scope/date/dutyholder change.
• On PD change: update immediately so the record is clear for CDM coordination.

Common mistakes / pitfalls (and how to avoid them)

• Pitfall: Sending it too late (after you’ve started).
  Avoid: send it immediately on appointment/instruction—before first day on site.
• Pitfall: Leaving scope vague (“general building works”).
  Avoid: list key included trades and clearly state exclusions/by others.
• Pitfall: No named PD (or assuming it’s the architect without confirmation).
  Avoid: require the client to confirm the PD in the letter, with contact details.
• Pitfall: Accepting a start date without the basics (PCI/surveys/services info).
  Avoid: keep the “whichever is later” wording and list exactly what you need before mobilisation.
• Pitfall: Confusion over Building Control liaison.
  Avoid: record the route (LA/RBCA) and who is booking/attending inspections.
• Pitfall: Treating email agreement as “informal” and not filing it.
  Avoid: save the email chain as PDF and store it with the letter.
• Pitfall: Temporary works/design responsibility not clarified.
  Avoid: fill in the design responsibility row and temporary works row with names/companies.

Worked example (quick scenario)

Job: Small commercial refurb (strip-out, new partitions, M&E alterations) with a 6-week programme.

• The client emails: “You are appointed as Principal Contractor. Start on 15 April.”
• You complete the letter the same day:
  • Set PC start date as 15 April or on receipt of the asbestos survey + services isolation plan (whichever is later).
  • List excluded works (e.g., fire alarm by specialist, asbestos removal by licensed contractor).
  • In Section 3, you ask the client to confirm the PD (they reply it is ABC Architecture, with a named contact).
  • In Section 5, you request PCI, asbestos survey, and existing services drawings before any intrusive works.
• The client signs and returns (or replies by email confirming agreement). You save the signed PDF to the project folder and give the Site Manager a copy for pre-start.

Workflow overview (for quick briefing)