Notice of Incomplete Work Letter

What this letter is for

Phone calls fade. A contractor who said "I'll be back Thursday" may not remember saying it, and neither of you can prove it. A short, calm letter that lists what is wrong and asks for a date turns a conversation into a record. If the problem is solved, the letter cost you a stamp. If it is not, the letter is the first page of your file.

The Illinois Attorney General recommends trying to resolve a problem with the contractor first, following up any phone call with a letter that summarizes it, and sending that letter by certified mail with a return receipt requested. It also says to keep copies of the letter and the receipt. California's contractor board asks complainants whether they formally notified the contractor of their concerns, and tells them to save a copy of that letter to submit with a complaint. This page builds that letter for you.

How to fill it in

Enter your name and address and the contractor's name and address as they appear in the contract. Add the contract date and a few words about the job. Then choose what fits.

Incomplete is for work the contract promised that has not been done: a missing coat of paint, a door never hung, a cleanup that never happened. Defective is for work that was done but is wrong or faulty: a crooked cabinet, a leak, tile that is cracking. Final notice is for the case where you have already asked, more than once, and nothing has changed. It adds a line saying you may contact an agency you name, such as your state contractor licensing board or your state attorney general.

List the items one per line and be specific. Name the room, say what is wrong and, if you can, cite the part of the contract that covers it. Add the dates of earlier calls and messages. Pick a reasonable completion date. A date gives the contractor a clear target and gives you a clear point at which to move on.

What the result means

The letter does a handful of jobs. It names the problem. It asks for the fix by a date. It offers access to your home so the contractor cannot say they were locked out. And it says you are holding back any payment still owed until the items are done, without giving up any rights under the contract. The FTC's advice to hold the last check until you are satisfied is the reason for that last line.

Print it, sign it, and send it by certified mail with a return receipt. Also send a copy by email or text if you have those records, and put the mailing receipt in your folder with photos of the problems.

Worked example: a half-finished deck

A homeowner hired a contractor to rebuild a back deck. The boards and rails are up, but the stair rail was never installed, a few boards are split, and the old lumber is still piled in the yard. She has called more than once and sent a text. She chooses "incomplete," lists each item on its own line, adds the dates of the calls, and sets a date she considers fair. She encloses photos and a copy of the contract page that lists the stair rail. She mails it by certified mail and puts the receipt in her folder.

A week later nothing has moved. She prints a second copy, switches to "final notice," names her state licensing board in the agency box, and sends it again. If the board or the attorney general later asks what she did, she can show both letters, the photos and the contract.

Agencies and deadlines

Most states have a contractor licensing board and an attorney general with a consumer protection office. Rules differ. California's board, for example, says it can investigate and discipline contractors, but that its purpose is public protection, not getting you money back, and it suggests courts or small claims for that. The same guide says consumers have four (4) years to file a complaint. Your state's window and powers may be different, so check its site.

Not legal advice

This is a template, not legal advice, and the law differs by state. Nothing you type is sent anywhere; the letter is built in your browser. If large sums are involved, if a lien has been filed, if the work is unsafe, or if the contractor threatens you, see an attorney or contact your state agency. A letter does not stop a deadline from running.

Next steps

Before you write, walk the job with the final walk-through checklist. If the problem shows up after the work is accepted, try the warranty claim letter. To avoid the next dispute, use the contract checklist and the itemized estimate letter.