How is a contractual incidence documented?

Look, documenting an incidence in a public tender is not exactly anyone's funniest plan, but if you skip this step, then the dramas and scares come. Basically, you have to record - written, not in word - of any anger, delay, rare change in the contract or paw that happens while the contract is underway. If you don't write it, it's as if it had never happened ... and guess who loses later.

First, what the hell is a "contractual incidence"? Well, anything that breaks the normal rhythm of the contract. Was the supplier delayed? Did anyone breach? Last minute changes in reach? All that comes in.

The first thing to do is nail the problem in a report: when it happened, where, who was involved, what was tried to fix it and how it affected what had to be done. Do not stay short with the details, but neither invent novels; What you write here can end up in the hands of lawyers, so eye. The report must be clear, with all the data and well dated and signed by who writes it. Nothing "I leave for tomorrow."

Do not forget the tests. Here is everything: mails, WhatsApp captures, photos, signatures, even voice messages if necessary. Everything you show that you are not taking it out of your sleeve. And keep copies as if they were gold, because if the thing gets ugly and there is a lawsuit, this is what the skin saves you.

After gathering everything, you have to formally notify those involved: the contractor, the public body, the brother -in -law of the boss if necessary (well, that no, but you understand me). Eye with how you notify, because you have to follow what the contract says and the regulations, do not go to the leg for a dumb formalism.

He keeps all this paperwork in a safe place, and that does not disappear mysteriously because "the dog ate the report." When audits, inspections come, or you want to present again to another tender, you will thank you.

Anyway, bringing incident documentation well is a currazo, yes, but it avoids dislikes and makes you look like a serious company. In addition, if you have doubts or see that the thing is complicated, or doubt: call a lawyer. Better invest in good advice than to end up paying the triple later.