Tutorial: Sending Your First Contract Notice

This tutorial walks you through the complete workflow for sending a formal contract notice — from selecting a template to formal transmittal with delivery tracking. By the end, you will have created a notice, routed it through approval, and sent it via correspondence. This is the core workflow that Pasco Cloud is built around.

Before You Start

⚠️ Watch out!

Before starting this tutorial, make sure you have:

• A Pasco Cloud account (create one here)
• An organisation set up (tutorial)
• At least one project created (tutorial)
• At least one team member invited (tutorial) — you will need a recipient for the correspondence

What You Will Build

You will create a formal Extension of Time notice using an AS4000-2025 template, submit it for approval, and then transmit it to a project team member via the correspondence system. The recipient will receive it in their inbox with the notice PDF attached, delivery tracked, and the correspondence tagged to your contract.

This walkthrough ties together four features: templates, notices, approval workflows, and correspondence. If you want to understand each feature individually first, see Templates Overview, Notices, Approval Workflows, and Correspondence Overview.

Step 1: Find the Template

🚀 Let's go!

1. Navigate to Templates (under Documents in the sidebar).
2. Switch to the Public Library tab.
3. Search for "AS4000" or browse the notice template types.
4. Find the AS4000-2025 Cl34: Extension of Time Claim template (or any AS4000 notice template that suits your scenario).
5. Click Duplicate to create your own editable copy.
6. The duplicated template appears in your My Templates tab — you can customise it if needed, but for this tutorial the default is fine.

💡 Tip

All AS4000 and AS2124 templates include a disclaimer reminding you that they are based on the unmodified general conditions. If your contract has amendments, duplicate the template and adjust it to match your contract conditions.

Step 2: Create the Notice

🚀 Let's go!

1. Navigate to Notices (under Documents in the sidebar).
2. Click Create Notice.
3. Select your duplicated AS4000 Extension of Time template.
4. Choose the project and organisation context.
5. Fill in the form fields — contract reference, date, extension details, grounds for the claim.
6. Attach any supporting documentation (photos, drawings, programme updates).
7. Click Save as Draft if you want to come back later, or proceed to submit.

Notices use the exact same creation workflow as reports. The difference is that notice-category templates route documents to the Notices page instead of the Reports page. See Notices vs Reports for details.

Step 3: Submit for Approval

🚀 Let's go!

1. When the notice is complete, click Submit.
2. If the template has an approval workflow configured, the notice enters Under Review status.
3. Approvers are notified automatically and can review the notice, then approve or reject it.
4. Once approved, the notice status changes to Approved.

ℹ️ Did you know?

If your template does not have an approval workflow, the notice goes straight to Submitted status. For contract notices, we recommend setting up at least one approval step — having a second set of eyes on formal contractual communication is best practice.

If you are the only user on your account for this tutorial, you can approve the notice yourself. The important thing is understanding the flow.

Step 4: Send via Correspondence

This is where everything comes together.

🚀 Let's go!

1. Open the approved notice from the Notices register.
2. Click the Send via Correspondence button (visible only on approved notice-category documents).
3. The compose page opens with:
   • The notice PDF auto-attached as a file
   • The notice pre-tagged as an entity tag
4. Add your recipient — search for a team member or browse your project groups.
5. Optionally add a cover message in the body — for example: "Please find attached our Extension of Time claim under Clause 34 of the General Conditions."
6. Review the recipients, subject, body, and attachments.
7. Click Send.

⚠️ Watch out!

Once sent, the correspondence cannot be edited or unsent. Check everything carefully before sending — just as you would with a formal letter.

Step 5: Track Delivery

🚀 Let's go!

1. Navigate to Corro → Sent folder.
2. Open the correspondence item you just sent.
3. The Delivery Status section (visible only to the sender) shows:
   • When each recipient received the item
   • Whether they have read it and when
4. The correspondence is also visible in:
   • The Notices register — the notice now shows "Sent" status with the date and recipient
   • The Contract detail page (if tagged to a contract) — in the Correspondence tab
5. The recipient sees the item in their Inbox with a notification.

What You Have Accomplished

In this tutorial, you:

• Found and duplicated an industry-standard AS4000 contract notice template from the Public Library
• Created a formal notice by filling in the template fields with your contract details
• Routed it through approval so a second set of eyes reviewed the document before sending
• Sent it via correspondence with delivery tracking, read receipts, and full immutability
• Built a traceable, immutable record linked to the project and contract
• Tracked delivery to confirm the recipient received and read the notice

The entire process — from template to formal transmittal — happens in one platform. No printing, scanning, emailing, or wondering whether the other party received it.

This is the core Pasco Cloud workflow. The same process works for any type of notice — variations, claims, instructions, show cause responses, superintendent certificates. The template defines the document, the approval workflow ensures quality, and correspondence handles the formal transmittal.

What's Next?

• Correspondence Overview — learn more about the correspondence system, including threading, entity tagging, and folder management
• Notices — understand the notices register and the full range of notice template types
• Templates Overview — explore the template library and builder
• How Pasco Cloud Works — see the full workflow concept that connects all features