Materials are late and the builder is charging you for the delay
Why a supplier delay becomes your problem so fast
Late materials can turn a clean job into a messy claim. You are still waiting on stock, the builder is already pressing for the date to move, and someone has started talking about delay charges. The trouble is that costs can travel faster than the facts, especially when everyone is rushing to keep the site moving. ([business.gov.au](https://business.gov.au/people/contractors/prepare-a-contract?trk=article-ssr-frontend-pulse_little-text-block&utm_source=openai))
That is why the first response matters. Business.gov.au recommends written contracts, written notice of disputes and keeping records of what was agreed, because memory fades once the job is under pressure. If you can show the delay, the notice and the contract terms, you are in a far better position to answer a charge later. ([business.gov.au](https://business.gov.au/people/contractors/prepare-a-contract?trk=article-ssr-frontend-pulse_little-text-block&utm_source=openai))
Put the delay on the record today
Start by telling the builder, in writing, that the supplier is late and the delay is affecting your work. Keep the message short and factual. Say what item is missing, when it was due, what impact it has on the programme, and that you will be seeking time relief under the contract if it provides for it. ([business.gov.au](https://business.gov.au/people/contractors/prepare-a-contract?trk=article-ssr-frontend-pulse_little-text-block&utm_source=openai))
Do not leave the conversation in phone messages or casual texts. Business.gov.au says contract changes and dispute steps are best put in writing, and that written notice helps the other party respond properly. If the contract has a variation or extension of time process, follow the stated format and deadline exactly, not the version that seems easiest on the day. ([business.gov.au](https://business.gov.au/people/contractors/prepare-a-contract?trk=article-ssr-frontend-pulse_little-text-block&utm_source=openai))
Source: Official guidance
Build the evidence while the delay is still fresh
Your evidence should go beyond one late email. Save the supplier’s delay notices, revised delivery dates, order confirmations, freight updates, and any photos that show work could not proceed as planned. Keep them together with your own site diary and the builder notice so the timeline is easy to follow. ([business.gov.au](https://business.gov.au/people/contractors/prepare-a-contract?trk=article-ssr-frontend-pulse_little-text-block&utm_source=openai))
A good file also shows whether the delay was really outside your control. Note when you ordered, what you were promised, when the supplier first warned of a problem, and what you did to limit the impact. Business.gov.au advises businesses to keep records of discussions and concerns early, because those notes help if the dispute escalates. ([business.gov.au](https://business.gov.au/people/contractors/prepare-a-contract?trk=article-ssr-frontend-pulse_little-text-block&utm_source=openai))
Answer any back-charge in writing
If the builder still tries to back-charge you, respond in writing and separate fact from blame. Say which part of the delay came from the supplier, which part you notified, and which cost you do not accept. Ask the builder to identify the contract clause they rely on and to pause any deduction until the issue is reviewed. ([business.gov.au](https://business.gov.au/people/contractors/prepare-a-contract?trk=article-ssr-frontend-pulse_little-text-block&utm_source=openai))
Stay respectful, but do not let silence be treated as agreement. Business.gov.au suggests a letter or other formal notice that clearly sets out the concern and how you want the issue fixed. That might be withdrawal of the delay charge, a revised completion date, or a split of only the delay that you actually caused. ([business.gov.au](https://business.gov.au/people/contractors/prepare-a-contract?trk=article-ssr-frontend-pulse_little-text-block&utm_source=openai))
Keep the job moving, then decide your next step
Once the paper trail is in place, decide your next move. Check whether the delay is now affecting other trades, whether you need a fresh programme, and whether you should warn about any further knock-on cost before it grows. A short, dated file is usually more useful than a long argument that never reaches the point. ([business.gov.au](https://business.gov.au/people/contractors/prepare-a-contract?trk=article-ssr-frontend-pulse_little-text-block&utm_source=openai))
If you want help sorting the notice, the extension of time claim and the reply to the charge, contact CRP today about dispute resolution. Bring the contract, the supplier notices, the builder’s back-charge and your site records so the conversation starts with the facts. This is general information only. ([business.gov.au](https://business.gov.au/people/contractors/prepare-a-contract?trk=article-ssr-frontend-pulse_little-text-block&utm_source=openai))