Three fill-in-the-blank letters covering the full escalation sequence. Print or copy individually. Replace all highlighted fields with your project information.
[SUBCONTRACTOR COMPANY NAME],
Please find attached the punch list items assigned to your trade ([TRADE / SCOPE DESCRIPTION]) on the above-referenced project. A total of [NUMBER] items require correction or completion. Items are organized by building, unit, and room. Photographs are attached for each item.
All corrections must be completed and ready for GC verification by [DEADLINE DATE]. Please acknowledge receipt of this notification by replying to this email or by signing and returning the attached acknowledgment form.
To schedule access to units requiring keyed entry, contact [CONTACT NAME] at [PHONE / EMAIL] no less than [24 / 48] hours in advance.
If you believe any listed item has been incorrectly assigned to your trade or scope, please contact me in writing within [3] business days with a specific written explanation. Items not disputed in writing within that period will be presumed to be within your scope.
Failure to complete the listed items by the deadline may result in escalation procedures pursuant to Section [X.X] of your subcontract, including written cure notice and backcharge for the cost of correction by others deducted from your retainage or final payment.
[SUBCONTRACTOR COMPANY NAME],
This letter constitutes formal written notice pursuant to Section [X.X] of your subcontract agreement dated [SUBCONTRACT DATE].
On [ORIGINAL NOTIFICATION DATE], we transmitted a punch list notification to [RECIPIENT NAME / EMAIL] identifying [NUMBER] items requiring correction within your scope of work on the above project. You acknowledged receipt of that notification on [ACKNOWLEDGMENT DATE]. The correction deadline communicated in that notification was [ORIGINAL DEADLINE DATE].
As of the date of this letter, [NUMBER] items remain incomplete or uncorrected. A complete list of outstanding items is attached as Exhibit A. On [CALL DATE], we spoke by telephone with [CONTACT NAME] regarding these outstanding items; no firm completion date was committed.
You are hereby notified that all outstanding items listed in Exhibit A must be corrected and ready for GC verification by [FINAL DEADLINE DATE — typically 5 business days from this letter].
If you fail to complete all outstanding items by [FINAL DEADLINE DATE], [GC COMPANY NAME] will exercise its contractual right under Section [X.X] to have the remaining work performed by a replacement contractor. All costs incurred — including labor, materials, GC supervision, and overhead markup as provided in the subcontract — will be deducted from your retainage and/or final payment without further notice to you.
Please confirm receipt of this notice by reply email within 24 hours and provide the name, phone number, and expected on-site arrival date of the crew lead who will complete the remaining corrections.
[SUBCONTRACTOR COMPANY NAME],
This letter constitutes formal notice that [GC COMPANY NAME] is exercising its right to backcharge under Section [X.X] of your subcontract dated [SUBCONTRACT DATE].
Background. You were notified of [NUMBER] open punch list items on [ORIGINAL NOTIFICATION DATE] and acknowledged receipt on [ACKNOWLEDGMENT DATE]. The original correction deadline of [ORIGINAL DEADLINE DATE] was not met. We followed up by telephone on [CALL DATE] and issued a Formal Cure Notice on [CURE NOTICE DATE] extending the deadline to [CURE DEADLINE DATE]. As of the date of this letter, [NUMBER] items remain incomplete. Copies of all prior notices and acknowledgment records are attached as Exhibits B through D.
Action. Effective immediately, [GC COMPANY NAME] will engage a replacement contractor to complete all outstanding items listed in Exhibit A. Your crews are no longer authorized to perform corrections on these items without prior written consent from [GC COMPANY NAME].
Costs. All costs incurred in completing the outstanding work — including replacement contractor labor (invoiced at market rate), materials, GC supervision, and overhead markup per the subcontract — will be deducted from your retainage and/or final payment. An itemized cost statement will be provided to you within 30 days of completion.
Estimated backcharge amount: $[ESTIMATED AMOUNT] (or: "To be determined upon completion and receipt of replacement contractor invoices.")
Your current retainage balance is approximately $[RETAINAGE BALANCE]. The backcharge deduction will be applied against this balance. If the backcharge amount exceeds the retainage balance, [GC COMPANY NAME] reserves all additional remedies available under the subcontract and applicable law.
This notice does not constitute a waiver of any other rights or remedies available to [GC COMPANY NAME] under the subcontract or applicable law, including but not limited to the right to recover additional damages caused by the delay in project closeout.
Templates from Construction Backcharge Guide — PunchOutPro © 2026