Construction Contract Forms: Complete Guide to Essential Documents 2025

Proper construction contract forms are the backbone of successful project management. From bid proposals to final lien releases, the right forms protect your business, ensure compliance, and create the documentation trail needed to get paid and avoid disputes.

This guide covers every essential construction form you'll encounter throughout a project lifecycle. Understanding when and how to use each form is critical for contractors, subcontractors, and project owners alike.

Documentation Is Protection

80% of construction disputes could be avoided or quickly resolved with proper documentation. Every form serves a purpose—skipping paperwork might save time today but creates expensive problems tomorrow.

Understanding Construction Contract Forms

Construction contract forms fall into categories based on project phase. Each form type serves specific legal and administrative purposes:

Pre-Contract

Bidding and proposal documentation

Contract

Agreement and bonding forms

Administration

Project management documents

Payment

Billing and lien documentation

Pre-Contract Forms

These forms are used during the bidding and proposal phase before contract award:

Bid Proposal Form

Official form for submitting a bid on a project. Typically provided by the owner or included in bid documents.

Key Elements

• Base bid amount
• Alternate pricing
• Unit prices
• Bidder certification

Common Attachments

• Bid bond
• Subcontractor list
• Non-collusion affidavit
• Qualification statement

Bid Bond Form

Surety guarantee that bidder will enter contract if awarded. Typically 5-10% of bid amount.

Principal (bidder) information
Surety company information
Penal sum (bond amount)
Power of attorney for surety

Contractor Qualification Statement

Detailed form documenting contractor capabilities, experience, and financial capacity. AIA A305 is the industry standard.

Company history and structure
Key personnel qualifications
Project experience and references
Financial statements and bonding capacity

Contract Agreement Forms

The core contract documents that establish the legal relationship between parties:

Owner-Contractor Agreement

Primary contract between owner and general contractor.

• AIA A101 (Stipulated Sum)
• AIA A102 (Cost Plus)
• ConsensusDocs 200
• Custom owner forms

Subcontract Agreement

Contract between GC and subcontractors.

• AIA A401
• ConsensusDocs 750
• AGC Subcontract
• Contractor-specific forms

Performance Bond

Surety guarantee of contract completion.

• Typically 100% of contract value
• AIA A312 standard form
• Required on most public work
• Protects owner from default

Payment Bond

Surety guarantee that subs and suppliers will be paid.

• Typically 100% of contract value
• AIA A312 standard form
• Required on public work (Miller Act)
• Protects downstream parties

Project Administration Forms

Forms used throughout construction to manage scope, schedule, and changes:

Change Order Form

Documents modifications to the original contract scope, schedule, or price.

Required Information

• Change description
• Cost impact (add/deduct)
• Schedule impact (days)
• Supporting documentation

Standard Forms

• AIA G701 Change Order
• AIA G701S Subcontractor CO
• ConsensusDocs 503

Request for Information (RFI)

Formal request for clarification on design documents or project requirements.

Specific question or issue
Reference to plans/specs
Suggested resolution
Response deadline

Submittal Form

Transmittal for product data, shop drawings, and samples requiring approval.

Submittal description and spec section
Number of copies required
Review status (approved, revise, rejected)
Distribution list

Daily Report Form

Daily documentation of work performed, conditions, and events.

• Weather conditions
• Workforce count by trade
• Work performed today
• Materials received

• Equipment on site
• Visitors and inspections
• Safety incidents
• Delays or issues

Payment Forms

Critical forms for billing and protecting payment rights:

Application for Payment (Pay App)

Monthly billing form documenting work completed and payment requested. AIA G702/G703 is the industry standard.

G702 Components

• Original contract sum
• Approved change orders
• Work completed to date
• Retainage calculations
• Amount due this period

G703 Schedule of Values

• Line item breakdown
• Scheduled value per item
• Previous billings
• This period's work
• Percent complete

Lien Waiver Forms

Releases mechanic's lien rights in exchange for payment. Four types cover different situations:

Conditional Waivers

• Progress Payment - waives rights for specific payment upon receipt
• Final Payment - waives all rights upon final payment

Unconditional Waivers

• Progress Payment - waives rights immediately
• Final Payment - releases all lien rights

Never sign unconditional waivers until payment is received and cleared.

Preliminary Notice

Notice to owner/GC of work being performed to preserve lien rights. Required in most states.

Property information
Claimant identification
Description of work/materials
Estimated amount

Project Closeout Forms

Forms required to close out a project and release final payment:

Certificate of Substantial Completion

Documents when project is ready for occupancy (AIA G704).

• Date of substantial completion
• Punch list items
• Warranty start date
• Responsibilities shift

Final Completion Certificate

Confirms all work complete including punch list.

• All punch items completed
• Final inspection passed
• All closeout docs submitted
• Final payment authorized

Consent of Surety

Surety approval for final payment release.

• Required before final payment
• Confirms no claims pending
• Releases retainage

Warranty Documentation

Compiled manufacturer and contractor warranties.

• Equipment warranties
• Material warranties
• Workmanship guarantees
• Maintenance requirements

Digital Form Management Tools

Modern construction increasingly relies on digital forms and document management:

Benefits of Digital Forms

Instant distribution and access
Automatic calculations
Electronic signatures
Audit trails
Searchable archives

Popular Platforms

• Procore (comprehensive PM)
• PlanGrid/Autodesk Build
• Textura (payment processing)
• CMiC (enterprise)
• AIA Contract Documents Online

Form Management Best Practices

Use consistent form versions across projects

Standardize on one document family (AIA or ConsensusDocs) for familiarity.

Keep forms current

Standard forms are updated periodically. Use the latest versions.

Complete all fields

Blank fields create ambiguity. Use "N/A" where not applicable.

Get proper signatures

Ensure signers have authority. Verify corporate authorization.

Maintain organized records

Keep executed originals. Implement consistent filing system.

Frequently Asked Questions

Where can I get standard construction contract forms?

AIA Documents are available at aiacontracts.com. ConsensusDocs at consensusdocs.org. Most forms cost $30-100 each or are available via subscription. Some states have mandatory forms for public work available from state agencies.

Can I modify standard construction forms?

Yes, but carefully. Modifications should be made in a separate supplementary conditions document rather than striking language in the base form. Have an attorney review any modifications to ensure they don't create unintended consequences.

What forms do subcontractors need?

Subcontractors typically need: subcontract agreement, schedule of values, change order forms, pay applications, lien waivers, and preliminary notices. The GC usually dictates which forms to use to maintain consistency with the prime contract.

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