Interim valuation evidence pack: photos, paperwork and timeline (JCT and NEC)

Contents

• Who this is for
• Quick answer
• What to include in your evidence pack
• Photo proof that stands up
• JCT vs NEC payment timeline explained
• Simple workflow you can copy
• Templates and internal links
• FAQ

Who this is for

UK construction owners, QSs and project leads who need clean, defensible interim valuations and applications for payment on building, fit-out and M&E jobs. You’ll get a practical checklist, a photo protocol, and a simple timeline for JCT and NEC contracts.

External references you can cite in conversations with clients and CAs/PMs:

• RICS Black Book: interim valuations and payment PDF
• Designing Buildings Wiki overview of valuation of interim payments
• JCT explains interim payments

Quick answer

To get paid on time and avoid disputes, your application needs three things:

• Evidence pack that tells a clear story: measured work, photos tied to items, delivery and test certs, and a simple summary “gross to date, less previous, equals this period”.
• Dates right: align to the contract’s assessment/valuation date, due date, payment notice window and pay less notice deadline.
• Consistency month to month: repeatable viewpoints for photos, the same naming for files, and a running take-off log.

Do those three and most valuation arguments disappear.

What to include in your evidence pack

Think like an auditor. Could someone match each pound you’re claiming to a measured quantity and a photo or document? Build your pack in this order:

• Cover sheet and totals
  • Gross to date, less previous, equals this period
  • Variations/compensation events, prelims, retention, VAT
• Measured work
  • Marked-up drawings and take-off sheets (NRM2/SMM7 basis or activity schedule progress)
  • Remeasure logs and count sheets
• Variations and change
  • Instruction numbers, scope summaries, rates/build-ups and status
• Materials on site
  • Delivery notes, storage photos, batch/serial numbers, QA certificates
• Off-site materials (if allowed)
  • Vesting certificate/title transfer, insurance, storage photos at supplier
• QA and testing
  • ITP sign-offs, test results, commissioning records
• Dayworks (if applicable)
  • Signed sheets with before/after photos
• Notices and records
  • RFIs, CVIs/AIs, Early Warnings (NEC), site diary extracts

Example pack structure

Photo proof that stands up

Use a simple, repeatable protocol. You don’t need an expensive app, but you do need discipline.

• Viewpoints: set fixed viewpoints per area so progress is comparable each month.
• Four shots per claim item:
  1. Context wide shot (location and orientation)
  2. Mid-shot of the element
  3. Close-up with scale (tape/level/staff) for quantity or quality
  4. Concealed works before cover-up (rebar, fixings, depths, services)
• In-frame tag: small whiteboard or paper tag showing Job, Grid/Level/Room, BoQ/WBS item, date, Photo ID.
• File naming: P123_B1_L02_GD-E3_Blockwork_20250925_014
• Link photos to lines: reference Photo IDs against each BoQ/Activity line in your schedule.
• Materials: photograph labels, batch numbers and storage conditions on delivery. For off-site stocks, take periodic dated photos at the supplier.

Helpful internal reads:

• AI site diaries from photos and voice notes: Build an AI site diary from photos and voice notes: compliant records without the paperwork
• Construction site diary template: Construction site diary template: what to include, examples and a fast digital setup

JCT vs NEC payment timeline explained

The dates come from your executed contract. Always check your Contract Particulars (JCT) or Contract Data (NEC). Typical flow:

• Assessment/valuation cut-off: measure work done to date.
• Due date: triggers the statutory payment cycle.
• Payment notice: payer/CA/PM states the sum considered due and the basis.
• Pay less notice: if the payer intends to pay less, they must serve this before the deadline.
• Final date for payment: when funds must land.

Useful overviews:

• MJD Solicitors on JCT due dates and Interim Valuation Date
• Designing Buildings Wiki on interim certificates

Simple workflow you can copy

Tools: Google Drive or OneDrive for storage, a shared Google Sheet for the photo log, and your existing job management or costing tool.

1. Before month end

• Walk the job with your take-off and repeatable photo viewpoints. Capture four shots per item and any deliveries/testing.
• Update the running take-off log and redline drawings as you go.

2. Build the pack

• Save photos to a dated folder: Project/Valuation-YYYY-MM.
• Complete your photo log (Photo ID, date, location, BoQ item, qty evidenced, drawing ref, remarks).
• Export a PDF of redlined drawings and the take-off summary.
• Collate delivery notes, test certs and any dayworks.

3. Draft the application

• Create the summary page: gross to date, less previous, equals this period; show retention and VAT.
• Add detailed schedules with photo IDs and drawing refs next to each line.
• For variations/NEC CEs, include instruction numbers, basis of valuation and status.

4. Submit and track

• Send the application before the assessment date where your contract allows your application to stand as the default notice.
• Calendar the payment notice and pay less notice deadlines, and the final date for payment.
• If queried, reply with a screenshot of the relevant line, the photo thumbnail and the drawing snippet. Keep it factual.

Optional upgrades

• Use 360-degree walkthroughs or drone orthos monthly for quick progress capture.
• If you’re often challenged on evidence, adopt a photo app that preserves EXIF metadata and hashes originals.

Quick training tip for your team

Print a one-page photo protocol and put it in the site induction pack. Do a 10-minute toolbox talk before each valuation week to refresh the habit.

Templates and internal links

• Want a ready-made site diary and photo workflow? See: Construction site diary template: what to include, examples and a fast digital setup
• Sorting deposits and staged payments with clients? Read: Deposits, staged payments and progress invoices for building jobs: what’s normal and how to set it up

Short video explainer

Interim valuation process explained (Metroun Quantity Surveying)

Watch on YouTube

FAQ

What exactly should be on the one-page summary?

Gross to date, less previous, equals this period, plus or minus variations/CEs, prelims and retention, then VAT. Also state the valuation period and cut-off date.

Can I claim off-site materials?

Only if your contract allows it and you have the paperwork: vesting certificate/title transfer, insurance, storage details and dated photos at the supplier. Otherwise, leave them out until compliant.

How do I show percent complete without arguments?

Measure wherever possible. Use counts, lengths or areas tied to drawings with in-frame scale photos. For activity schedules, define objective milestones and show the evidence for each milestone.

What’s different between JCT and NEC for payments?

JCT uses due dates and payment/pay less notices managed by the Contract Administrator/Employer’s Agent. NEC uses assessment dates and the Project Manager assesses the amount due (PWDD). UK payment law still applies, so there will be statutory payment notic…