Notices & deadlines
A date matters only when you know what starts the clock and what must happen before it ends. YPA keeps the event, notice, supporting record and next action together, so you can review the right detail in time.
How this helps a contractor
For a contractor, this keeps the event, relevant contract wording, draft notice, service evidence and response together before a time window closes. Appointed advisers may review the material as invited collaborators; YPA does not determine entitlement or establish that a notice was validly served.
Start with the contractor’s project question and the records already available. Each participant’s private questions and drafts remain separate from shared project records. At setup, we agree the invited collaborators, information and recipients that help the contractor move the work. How personal support and collaboration work. See the contractor questions YPA helps answer.
What YPA does
- Records the notices and events you share — Forward the email, letter or minutes, or photograph the notice. YPA keeps the original event date, issue date and receipt evidence separately from the date you forwarded it.
- Builds a reviewable deadline — YPA uses the relevant contract wording, confirmed trigger, day-count rule and stated dates. When those are missing or conflict, it flags the deadline for confirmation rather than inventing a clock.
- Keeps important windows visible — The weekly email summarises upcoming and overdue actions. Material deadlines can prompt an earlier alert, with the record behind the date.
- Drafts the notice or response — YPA prepares the document from your confirmed facts for review. You check the wording, recipients, service method and timing, then send it yourself.
- Distinguishes a draft from a served notice — A drafted letter stays a draft. Sending and receipt evidence are linked when supplied; silence is not treated as acceptance or resolution.
- Connects the supporting story — Ask for the notice trail in WhatsApp or email. The linked instruction, information request, minutes and source documents make the issue easier to review with your professional team.
Start with what you have. Share the signed contract and amendments, notice clauses, event dates, the notices and responses, and evidence of how and when they were sent or received. Confirm the authorised people and relevant service addresses.
YPA creates and maintains the sheet from your records. Its entries are marked system-generated, yours to verify. Review and edit at any time. Drafts come to you; you check and send them yourself.
How it actually runs
- Identify the event or incoming notice and preserve its evidence.
- Check which contractual process applies, including the trigger and required service method.
- Confirm the deadline and prepare the required action.
- Retain sending, receipt and response evidence, and obtain professional advice where entitlement is in question.
Where it usually goes wrong
- The forward date replaces the actual event or receipt date.
- All windows are counted as calendar days from the issue date despite different terms.
- A draft is shown as sent, or a response is treated as closing an unresolved issue.
- A dated record is presented as a guarantee that a contractual right is preserved.
What a YPA sheet looks like
One row per notice or related action keeps its source, deadline and status visible. Draft items in this example have planning dates for review; they are not evidence that a formal notice was served. Scroll horizontally for the full record.
| Notice Number | Direction | Type | Subject | Date Issued | To / From | Evidence Reference | Deadline | Required Action | Status | Linked Variation / Information Request | Verified By | Source Tag |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| N-03 | Out | Information request | Roof flashings confirmation | 2026-08-10 | Contractor / Engineer | RFI-034 | 2026-08-14 | Confirm detail | Closed | RFI-034 | Not yet verified | system-generated |
| N-04 | Out | Information request | Entrance A lintel detail | 2026-08-28 | Contractor / Engineer | RFI-035 | 2026-09-05 | Follow up response | Sent | RFI-035 | Not yet verified | system-generated |
| N-05 | Out | Instruction acknowledgement | Cladding finish — elevation A | Not sent | Contractor / Agent | Meeting No 47 | 2026-09-07 | Review acknowledgement | Draft | VO-07 | Not yet verified | system-generated |
| N-06 | Out | Clarification request | Stone return detail and cost | Not sent | Contractor / QS | Site photo + voice note | 2026-09-07 | Review draft before sending | Draft | SI-008 / RFI-036 | Not yet verified | system-generated |
| N-07 | Out | Payment follow-up | Payment follow-up — Certificate No 12 | Not sent | Contractor / Agent | Certificate No 12 | 2026-09-24 | Verify payment terms; review draft | Draft | Certificate 12 | Not yet verified | system-generated |
| N-08 | Out | Handover coordination | Electrical certificate booking | Not sent | Contractor / Electrical contractor | Handover register | 2026-10-08 | Confirm inspection booking | Draft | Electrical CoC | Not yet verified | system-generated |
What you can do today
- Share the original notice and evidence of receipt promptly.
- Confirm the relevant contract clause and triggering event.
- Keep proof of sending with the final notice, separate from its draft.
Want the full picture?
Your personal project assistant in WhatsApp and email. Start with one question, on your own or with collaborators whose access is agreed individually. Each participant has a private conversation with YPA. YPA is available through application, with the project scope, service and price agreed before you start.
This guide is general information, not legal advice. Which events need notice, in what form and within how many days, comes from your signed contract and the applicable law — always check the contract before acting. YPA helps you record, track and draft; it doesn't give legal opinions.