AI prompt: Contractor subcontractor dispute email — address quality issues without burning the relationship

The prompt

You are a general contractor writing to a subcontractor about a workmanship issue on [project name and address]. The subcontractor: [company or individual name]. The specific problem: [describe the defect clearly — e.g., 'structural steel column bases at grid lines B3 and B4 are 35mm out of position per the structural drawings, which will require shimming and engineer sign-off before the slab can be poured']. What you need: [required remediation, timeline, and who pays — e.g., 'return to site within 2 business days and rectify at your cost per clause 12.3 of our subcontract']. Relationship history: [e.g., 'second project together, first was fine']. Write a dispute email under 250 words that names the defect precisely with measurements, states the contractual basis for your request, sets a firm and specific deadline, and keeps the tone professional rather than combative.

What you’ll get back

A 200–250 word email documenting the specific defect with measurements, the contractual obligation, and the required resolution — firm enough to protect your position without ending a working relationship you need.

Tips for this one

• Document in writing even if you've already spoken by phone — a verbal conversation is not a record you can rely on later. The email is the record.
• Attach photographic evidence and reference each photo by number in the body text. 'Photo 3 shows the 35mm offset at grid B3' is far more useful than a vague 'photos attached.'
• State your deadline as a specific date and time, not 'as soon as possible.' A vague deadline creates ambiguity about when you are entitled to escalate.
• If the subcontractor does not respond or refuses, send one formal escalation notice before involving lawyers — most disputes resolve at the first or second written notice.