Document downloads - Project monitoring
Available downloads
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Contracts certificate of practical completion
A sample notice of practical completion for use with JCT contracts (in PDF and Word format).
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Project monitoring
Published March 2007
Effective from March 2007
Project monitoring is distinct from both project management and construction monitoring, and can be defined as: 'protecting the client's interests by identifying and advising on the risks associated with acquiring an interest in a development that is not under the client's direct control.'
This guidance note considers the typical things that a project monitor will advise upon, including:
- land and property acquisition matters
- statutory consents; competency of the developer, its team and any proposed project management systems
- financial appraisals
- development, finance, consultancy and construction agreements
- construction costs and programmes and
- design and construction quality. -
RICS Forms of Consultant's Appointment (England and Wales) (ARCHIVED)
These documents have been archived and are available on isurv for information purposes only.
The latest edition was published in May 2022 and is available to download from: www.isurv.com/info/1557/rics_forms_of_consultant_appointments -
Project monitor drawdown letter
The project monitor will frequently be required to provide a recommendation to the bank or fund on the drawdown of development expenditure. Typically the developer will submit a drawdown request including a cumulative summary of costs incurred to date together with supporting documentation i.e. architect's certificates, fee invoices, etc.
The project monitor should review and check the drawdown request by comparing it with the cashflow forecast and any budgets or cost plans provided in the development agreement or in the initial audit report. It is important that the project monitor advises the client if any budgets or cost plans have been, or are like to be, exceeded.
At the end of this exercise the project monitor should make a payment recommendation to the bank or fund based on the information received. This document is a sample letter making such a recommendation. -
Project monitor initial audit report
The initial audit report provides the opportunity for the project monitor to fully acquaint itself with the proposed scheme. Once complete, the report should provide a complete picture of the project including the desired specification, design brief and constraints: the development appraisal and associated cost build-ups; the design and construction programmes; and the design and construction team. Using its experience, the project monitor will then be able to advise the bank or fund on the risks associated with the project and fully appreciate the consequences of variations or changes, as they arise.
This is a sample initial audit report. -
Project monitor initial report format
The initial audit report provides the opportunity for the project monitor to fully acquaint itself with the proposed scheme. Once complete, the report should provide a complete picture of the project including the desired specification, design brief and constraints:
• the development appraisal and associated cost build-ups;
• the design and construction programmes; and
• the design and construction team.
Using its experience, the project monitor will then be able to advise the bank or fund on the risks associated with the project and fully appreciate the consequences of variations or changes, as they arise.
This is an example of the format for the initial audit report. -
Project monitor instruction letter
It is particularly important that the role of the project monitor is clearly understood by both the bank or fund and the developer. This will allow the project monitor to carry out its role in an effective manner and make a positive contribution to the development team as a whole.
This is a sample letter for instructing a project monitor on their role. -
Project monitor progress report checklist
In most instances the project monitor prepares a monthly report for the bank or fund. This progress report is key to the overall reporting process to the bank or fund.
Typically, the progress report will be undertaken on a monthly basis and, where appropriate, should follow seven days after the drawdown request by the developer.
This is a checklist of items the progress monitor should consider in making the progress report. -
Project monitor schedule of surveying services
An example schedule of surveying services for project monitors, to allow them to determine practical completion.
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Contract administration (ARCHIVED)
This document has been archived and is available on isurv for information purposes only.
The purpose of this guidance note is to provide practical guidance to RICS members in England and Wales who undertake the role of 'contract administrator' (CA).
The role of the CA covers a wide range of possible services and projects from the smallest residential scheme through to larger commercial projects. The responsibilities of the CA will be defined by the form of building contract and the professional appointment under which the CA is appointed. As the majority of surveyors only deal with small to medium sized contracts, this guidance note will concentrate on the role of CA at this level; and in particular within the provisions of contracts issued by the Joint Contracts Tribunal (JCT - minor works, intermediate and standard building contracts). In addition, many of the principles set out in this guidance note will also apply where no standard form of contract has been entered into, particularly for smaller works. While the guidance note does not deal with full 'design and build contracts, the issue of the employer's responsibility for design is considered.
On this basis it should be noted that this guidance note does not cover other forms of JCT contract, GC works, BPF/NEC or ICE forms, other than to distinguish the role of the CA. It also does not deal with the responsibilities of employers' representatives under design and build arrangements, where the responsibility is to act exclusively in the interests of the employer, albeit honestly and with integrity. -
Acceleration
Published February 2024
Effective from February 2024
This practice information summarises what is meant by ‘acceleration’ in the construction
industry, how acceleration can be achieved in practice, and how it can be valued.
When used in connection with construction contracts, ‘acceleration’ generally refers to increasing the originally planned or current rate of progress of the work so as to complete the project (or, where the contract allows for the project to be completed in sections, a section of the project) earlier than would otherwise be the case. -
RICS Forms of Consultant's Appointment (Northern Ireland) (ARCHIVED)
These documents have been archived and are available on isurv for information purposes only.
The latest edition was published in May 2022 and is available to download from: www.isurv.com/info/1557/rics_forms_of_consultant_appointments -
Lender's independent monitoring surveyor
Published March 2015
This guidance note has been developed to support the work of chartered surveyors who assess risks and provide technical advice to those who provide third-party finance on real estate developments: a lender’s independent monitoring surveyor.
This guidance note covers:
- project structure
- conflicts of interest
- technical due diligence
- financial close/contract completion
- practical completion and
- risk analysis. -
Utilization of BIM in construction cost and project management practices (RICS)
Published June 2015
The report analyses the factors shaping the development of BIM in the North American, Chinese and UK construction industries and provides insight in how to navigate these. -
Project monitoring for real estate lending, Canada
Published January 2016
This joint guidance from the Canadian Institute of Quantity Surveyors (CIQS) and RICS provides advice to construction professionals who are RICS members and engaged in the practice of project monitoring.
It has been drafted through roundtables, one-to-one meetings and written input from major commercial lenders across Canada, with the aim of ensuring the development of a genuine benchmark for the Canadian industry. -
RICS Forms of Consultant's Appointment (Scotland) (ARCHIVED)
These documents have been archived and are available on isurv for information purposes only.
The latest edition was published in May 2022 and is available to download from: www.isurv.com/info/1557/rics_forms_of_consultant_appointments