Federal Aid Projects Letter Format

VIA EMAIL: (Contractor E-Mail) 

(Prime Contractor)

(Address)

(City, State, Zip Code)

RE: (Contract ID and Project Description)

To Whom It May Concern:

Please find enclosed a tabulation of final quantities as we have documented them, subject to District Audit.  Please

review and respond within two weeks if you feel any of the quantities are inaccurate.  The two-week response time is necessary to continue the processing of a final voucher in a timely manner. In addition, we will need the paperwork for the Certification of DBE Accomplishment and Certification of Subcontractor Payment completed and uploaded to Doc Express. 

If you concur with the final quantities, you must electronically sign and date this document through Doc Express.  A final voucher will then be uploaded to Doc Express for your signature after the District Audit is completed.  If we do not hear from you within two weeks, we will assume you agree with all item quantities and the final process will continue.  Your prompt attention to this matter is appreciated.

Sincerely,

(RCE Staff)

(Title)

(RCE Office Location)

c: Doc Express (Doc Express Link to the Final Quantities) 

Non-Federal Aid Project Letter Format

VIA EMAIL: (Contractor E-Mail) 

(Prime Contractor)

(Address)

(City, State, Zip Code)

RE: (Contract ID and Project Description)

To Whom It May Concern:

Please find enclosed a tabulation of final quantities as we have documented them, subject to District Audit.  Please

review and respond within two weeks if you feel any of the quantities are inaccurate.  The two-week response time is necessary to continue the processing of a final voucher in a timely manner. In addition, we will need the paperwork for Certification of Subcontractor Payment completed and uploaded to Doc Express. 

If you concur with the final quantities, you must electronically sign and date this document through Doc Express.  A final voucher will then be uploaded to Doc Express for your signature after the District Audit is completed.  If we do not hear from you within two weeks, we will assume you agree with all item quantities and the final process will continue.  Your prompt attention to this matter is appreciated.

Sincerely,

(RCE Staff)

(Title)

(RCE Office Location)

c: Doc Express (Doc Express Link to the Final Quantities)