How does the AI know which contract clause to cite?

Civil Brain reads the contract documents you upload. When you ask for a show-cause reply or EOT claim, it cites specific clauses by number and page from your contract, not generic FIDIC or GCC text. Every reference is checkable.

Which letter types are covered out of the box?

Show-cause replies, EOT claims, variation orders, price-escalation claims, RFIs, change-order requests, and DPR responses all have project-aware templates. Contract clauses, scope, value, dates, and prior correspondence are loaded automatically.

How long does a typical letter take to draft compared to manual?

About 2 minutes for a 3-paragraph show-cause reply with two clause references and a quantum statement. Manually drafting the same letter from contract review through final QA takes 2.5–3 hours on average.

Does the letter trail integrate with our outgoing register?

Yes. Each letter gets a sequential project (or package) number, enters the outgoing register automatically, and links to the original receipt being replied to. Audit trail is preserved across project lifetime.

Can multiple people review a draft before it goes out?

PM drafts. Contracts manager reviews. Project director approves. Each step is tracked with who-edited-what timestamps. Final letter carries a digital signature trail you can produce in arbitration.

AI Correspondence for Construction Contracts

Correspondence

Formal letters drafted in 2 minutes, with the right clause

Show-cause replies, EOT claims, variation notices, RFIs. Civil Brain drafts the letter from your own contract documents, with the correct clause reference and notice period.

Talk to a construction expert

2 min

to draft a formal letter with clause references

3 hours

is what the same letter takes without it

14-day

notice windows tracked and alerted automatically

Letters management table showing AI-drafted formal correspondence with sent dates, recipient details, and clause references

2 minShow-cause draft

Clause-citedEvery paragraph

The letter takes longer than the site problem it is about

A show-cause reply takes 3 hours: find the right clause, check the notice period, match the format to the contract, get the tone right. During a busy project, letters get delayed. Delayed letters mean missed notice windows. Missed notice windows mean forfeited claims.

The longer the project runs, the more letters there are. The backlog compounds.

3 hours per formal letter

Finding the right clause, verifying the notice period, matching the format to your specific contract conditions. Before you have written the first paragraph.

Wrong clause referenced

A show-cause reply that cites Sub-Clause 8.4 instead of 20.1 can invalidate your contractual position entirely. The principal's legal team will find it.

Downloaded templates don't match your contract

A generic EOT template uses standard clause numbering. Your awarded contract uses different numbering, different sub-clause headings, and different Appendix references.

14-day window closes while the letter is still being drafted

The notice period for an extension of time claim runs while the contracts manager is searching for the right sub-clause in a 400-page PDF.

No searchable record of what was sent

During adjudication, the contracts manager needs to prove a notice was issued on a specific date. The evidence is in an email thread from six months ago.

Inconsistent positions across the same project

Different people on the same project write letters with different levels of firmness, creating contradictory positions that the principal's legal team will use against you.

Your contract's language. Your project's facts. In 2 minutes.

Civil Brain reads the contract documents you uploaded to the project. When you draft a letter, it pulls the relevant clauses, checks the notice requirements, and formats the letter to your contract's structure. The correspondence log captures every letter sent with date, recipient, and clause reference.

Notice windows tracked automatically. Audit trail ready before you need it.

Clause references from your own documents

Civil Brain pulls relevant clauses from the contract you uploaded. The letter cites your contract's exact sub-clause numbering and Appendix references, not a generic library.

All formal letter types covered

Show-cause replies, EOT claims, variation notices, RFIs, delay notices, payment claim responses, defects notices. All drafted in 2 minutes.

Notice periods calculated from the contract

EOT submission windows, show-cause response deadlines, and variation notice periods auto-calculated from the contract conditions. Alerted before the window closes.

Draft in plain language

Describe the situation in plain language. Civil Brain converts it to formal contractual correspondence with the correct legal language and clause references.

Searchable correspondence log

Every letter with sent date, recipient, linked clause, and response tracking. Dispute-ready audit trail from the first week of the project.

Consistent positions across the team

Every letter drafted from the same contract documents, with the same clause references. No contradictory positions created by different team members.

From situation to sent letter in three steps

No blank page. No clause searching. No missed notice windows.

Describe the situation in plain language

Type what happened: contractor delay, disputed variation, drawing discrepancy, site instruction. Use your own words. Civil Brain understands the construction context.

Civil Brain panel showing a plain language query about a delay event being converted to formal correspondence context

Civil Brain drafts with clause references from your contract

The letter is drafted with the correct sub-clause references pulled from your uploaded contract document. Notice periods verified. Format matched to your contract's structure.

Letters table showing AI-drafted formal letter with clause references and notice period compliance

Review, approve, and send. Entry logged automatically.

Check the draft, adjust tone if needed, then send from the platform. The letter is logged with date, recipient, and clause reference. Audit trail created automatically.

Correspondence log showing sent letters with dates, recipients, and linked clauses for dispute audit trail

HOW IT CONNECTS

Inside the project management workspace

Correspondence ships alongside the rest of the Project Management workspace. They share the same uploaded document, the same project record, the same Civil Brain reading across all of them.

Parent product