OFFICE
from PLN 2,900net / month per project
Day-to-day records and correspondence: registers, submittals, site records, the deadline calendar, up to 4 letters a month.
Details
For specialist contractors and subcontractors
On site, the winner is the one with the documents.
Not the one who is right — the one who can prove it. So we take over your letters, subcontracts, valuations and deadlines: you build, we make sure every agreement leaves a trail that defends your money.
reply within 1 working day · urgent letters in 24 h · NDA from the first call
We run contract documentation from the inside — every day, not once in a while.
Hundreds of letters, records and valuations behind us, on contracts from a few to several hundred million zloty.
Your contract is run by a dedicated assistant. A person — not a chatbot.
What we do
What you can hand over today
Six areas where we take the paperwork off your company. Pick the one that hurts most right now.
01
Letters that hold up
Responses to back-charges and notices, delay notifications, claims — with a timeline of events and a list of evidence.
See how they are built
02
Defence against penalties
Back-charges, extensions of time, price adjustment, retention — before someone sets them off against your invoice.
See the scope
03
Contracts and drafts
A review before you sign, and draft subcontracts for your own supply chain — built from your contract with the main contractor.
See the scope
04
Your subcontractors
Progress valuations, tracking their deadlines, notices and back-charges — the other side of your contract.
See the scope
05
Site records
Handover and acceptance records, meeting minutes, registers, programmes and interim valuations for invoicing.
See the scope
06
Ongoing contract support
A retainer sized to the project — from the correspondence register to full dispute support alongside your lawyers.
Compare retainers
The problem
Sound familiar?
01
A letter from the main contractor on Friday afternoon. Seven days to respond. And you have handovers next week.
02
A back-charge for a delay you flagged by email six months ago. Except who is going to find that email now?
03
Your subcontractor is invoicing for more than they built. Nobody wrote the progress valuation that would settle it.
04
Extra works done because the job had to move. No written instruction. No payment either.
These are not building problems. They are documentation problems. And that is exactly what we take off your company. Your site manager should be running the works — not the paperwork.
Building in Poland
Foreign contractors in Poland rarely lose money on the works. They lose it on procedure.
Delivering works in Poland — for a Polish project owner, or under a Polish main contractor? Technically, the site is no different from your last one. Everything around it is: the procedures, the formal requirements, the local habits — and what some main contractors will make of them once they sense you do not know the rules. That is where foreign companies leave money in Poland — not in the quality of their works.
01
A contractual penalty deducted straight from your invoice. In Polish practice the main contractor does not take a penalty to court — they issue a back-charge and set it off against your next invoice. And under Polish law a contractual penalty requires no proof of actual loss. If the paper trail was not built in advance, you are no longer the one with a claim: you are the one chasing your own money.
02
Notice periods that extinguish claims. Polish subcontracts often give you 3–7 days to notify an obstruction, a delay or additional works in writing — and past that deadline the contract treats the claim as expired, however right you are. Those clauses are not there by accident. They are there to catch the companies that do not know them.
03
The protection almost nobody switches on. Properly notified to the project owner before your works start, a subcontractor can demand payment directly from the owner, jointly and severally with the main contractor (Article 647¹ of the Polish Civil Code). A free insurance policy for the day your main contractor runs out of cash — and foreign contractors almost never hold it, because nobody told them it exists, or that it has to be put in place formally, in writing, at the right moment.
04
Games around handover. In a Polish contract the handover date triggers everything: penalties stop running, retention falls due for release, the warranty clock starts. Which is why it becomes a game — acceptance refused over minor snags, signatures dragged out, "we will come next week". If you do not know the local rules of that game and the case law behind them, you pay for every week of someone else's delay.
We exist, among other things, so that none of this list ever happens to you. We know these mechanisms from hundreds of Polish contracts — our team includes project managers with over 20 and over 25 years at large contracting companies, spent running major contracts.
From day one we keep your documentation so that none of these traps has anything to catch on: every right notified on time, every agreement with a written trail, every handover with a record.
People, not bots
You write three sentences. Your assistant does the rest.
We do not leave you with a form and a chatbot. From day one your contract is run by a dedicated assistant — a person who knows the agreement, remembers the correspondence history and knows what is happening on your site.
You describe the matter the way you would dictate it to someone in your own office. We check the contract, select the grounds and the evidence, and prepare the document for your approval. You sign it, and the phone is answered by a person who knows your project.
- One contract handler — no call centre, no tickets dropped into a queue.
- Contact as with your own employee: phone, email, copied into the project correspondence.
- Every document passes through a person before it reaches you.
"Anna, the main contractor still hasn't given us access to level 3 after a week, and now they're threatening penalties over the date. We need something in writing to cover us."
same day, 14:10 — your assistant sends back a letter ready to go:
Notice requiring access to the works, with reservation of the Contractor's rights
Further to the coordination meeting, we confirm that access to the works on level +3 has not been granted since 12 May, despite our notices of 13 and 19 May. Under clause 8.3 of the Subcontract, failure to grant access suspends the running of the completion dates for the works affected.
We therefore require access to the works to be granted within 3 working days. We further reserve the right to claim an appropriate extension of time and recovery of prolongation costs — evidenced in the attached chronology of notices.
⋯
Yours faithfully
you sign it — nothing goes out without your approval
PDF + DOCX · chronology and evidence bundled as an annex
Tone
diplomatic
firm
hard
We recommend it from hundreds of letters — the final word is yours.
Both directions
Your contract runs up and down. We watch both.
↑ towards the main contractor
Defence and claims
Responses to back-charges and notices, notification of delays and variations, extensions of time, price adjustment, handovers and payment — each with the chronology and evidence to survive a dispute.
See contractual defence
↓ towards your subcontractors
Order in your own supply chain
You are somebody's employer too. Draft subcontracts built from your own contract, progress valuations for your subcontractors, deadline tracking, notices and back-charges — so the gap between the two contracts does not end up costing you.
See subcontractor support
Our core service
A letter is only as strong as the argument behind it.
And you usually already have the argument — in the contract and its appendices, in emails from months ago, in meeting minutes, in site records. The problem is that nobody has time to find it and put it together. We do: you get a letter ready to send — well written, with the chronology of events and the list of evidence. You decide the tone and sign it.
Ongoing contract support
Retainers
Charged per project, not per company. Prices are "from" — the final quote depends on the size of the contract and how heavy the correspondence is.
OFFICE+
from PLN 5,500net / month per project
Everything in OFFICE plus the programme with updates, progress reports, interim valuations and subcontractor settlement.
DetailsSHIELD
from PLN 9,500net / month per project
Everything in OFFICE+ plus full dispute support: unlimited letters, strategy, case chronology, work alongside your law firm.
DetailsAnd one extra — a free material submittal generator
A bonus for your engineers: the submittal form from your own contract, the full set of product documents, one PDF. Register by Polish tax ID (NIP), no card details.
FAQ
The questions we hear most often
Are you a law firm?
No. We are construction contract practitioners — we combine technical knowledge with contract craft. We draft letters and build the argument; where a case goes to court, we work with law firms and hand them a complete, ordered evidence file.
Am I dealing with a person or an automated system?
A person. Your contract is run by a dedicated assistant who knows your agreement, the correspondence history and the state of the dispute, answers the phone and replies to your emails. Every document is prepared and checked by a human.
Do you also handle subcontracts and subcontractor valuations?
Yes. We draft subcontracts based on your own contract with the main contractor, run subcontractor progress valuations, track their deadlines and write to them — notices, reminders, back-charges. The paperwork works in both directions.
Do you only work with electrical and low-voltage trades?
No — the contract craft is the same across all trades. We know the services trades best (low-voltage, electrical, mechanical, HVAC), so there we understand the engineering as well as the contract. But back-charges, notice periods and handover records look the same on every site.
How do I send you documents?
Whichever way suits you: email, scans, phone photos, a link to your drive. Sorting them out is our job. With ongoing support you get a dedicated mailbox for the project — copy it into your correspondence and the register builds itself.
What does a single letter cost?
It depends on how much documentation has to be reviewed — which is why we assess the case free of charge first and quote up front. You know the price before you decide, not after.
How fast do you work?
We reply to any enquiry within 1 working day. Letters take 3 working days from receiving a complete set of documents, or 24 hours where it is urgent.
What about confidentiality?
An NDA as standard, including before the first review. We use your documents solely to run your case.
Do I have to sign up for a long term?
No. The retainer covers one specific project and lasts as long as the works do. One-off services are single assignments.
Is the material submittal generator really free?
Yes. You register your company by Polish tax ID (NIP) and use it — no card details, no catch. It is our calling card: we want you to see how we handle documents before you trust us with the rest.
Contact
The fastest way to start? Send us the letter you have just received.
Within one working day we will tell you what to do with it, which deadlines are already running against you and what the help would cost. The initial review is free and commits you to nothing. You can also simply describe the situation — or arrange a call about ongoing support for a project.