# LFCS Client Correspondence

Drafting tool for formal client emails and letters. Always pull from the job's `00-brief.md`, `06 - Correspondence/06b - RFIs/_REGISTER.md`, and `08 - Variations/_REGISTER.md` before drafting.

## When to use

- New job mobilisation — pre-start RFIs, site access confirmations
- Commercial disputes — hours discrepancy, scope ambiguity, LD exposure
- Variation requests — scope uplift, additional costs
- Payment claim covers — monthly progress claims
- Any client-facing formal communication

## Tone rules

| Situation | Tone |
|-----------|------|
| Pre-start RFIs | Collaborative, open — "to set up a clean start" |
| Commercial dispute | Clarification not confrontation — frame as avoiding downstream disputes |
| Variation request | Professional, factual — cite clause/BOQ, state impact |
| Payment claim | Businesslike — attach breakdown, state due date |

**Never:** demand, accuse, or use exclamation marks in formal letters.

## Email format (standard)

```
To: [client contact email]
CC: [site contact if different]
Subject: [Job number] — [One-line subject]

[Body — max 6 themed sections, bullets not paragraphs]

Regards,
LF Construction Services Pty Ltd
admin@lfcs.com.au
[No mobile number in signature]
```

## Letter format (formal)

```
[Date]

[Client name]
[Client company]
[Client email]

Re: [Job number] — [Clear subject line]

Dear [Contact name],

[Body — numbered paragraphs for formal letters]

Regards,

[Name]
Project Manager | LF Construction Services Pty Ltd
admin@lfcs.com.au
```

## Pre-send checklist

1. Read `00-brief.md` — confirm job number, client name, contact details
2. Check RFI register or variation register for numbering (RFI-A1, VO-001, etc.)
3. Confirm external emails require admin (Hasibul) review before sending
4. File draft to `06a - Emails/` with naming: `EML-YYYY-MM-DD-[short-description].md`
5. Log sent date + status in the relevant register (RFI or variation)
6. If critical (mobilisation blocker or LD exposure), flag in EOD summary

## Common patterns

### Pre-start RFIs (mobilisation blockers)
Group into 4-6 themes. Open with collaborative framing. Set a response deadline (24-48h). Example themes: Site Readiness, Concrete Supply, Materials Delivery, Survey, Site Access, Confirmation.

### Commercial clarification letter
(e.g. hours discrepancy between quote and contract)
- State both positions factually
- Ask which prevails
- Quantify commercial impact
- Frame as "aligning expectations to avoid downstream disputes"
- Request written confirmation

### Variation request
- Reference specific BOQ item or clause
- Describe the extra scope
- State the commercial impact (hours × rate, or lump sum)
- Attach sketch if available
- Request formal direction before proceeding

## Filing

- Drafts: `Jobs/[status]/[Job]/06 - Correspondence/06a - Emails/EML-YYYY-MM-DD-[description].md`
- Letters: same path, `.md` format, print-ready
- Log in `06b - RFIs/_REGISTER.md` or `08 - Variations/_REGISTER.md` with `Date out`, `Status: Sent`