CM PRO / AI correspondence drafting for construction projects
Trained AI Drafting Assistant
Prepare a draft using instructions, incoming correspondence and company wording rules. Your team reviews, edits and copies the result; tenant drafting does not send email automatically.
7-day trial · no setup fee · your own company workspace
The claim you didn't notify in time is the claim you can't win.
Contractual letters — delay notices, variation requests, claims and replies to the engineer — are written late because they take time to word properly. Under FIDIC and PEC conditions, late notices can cost entitlement.
CM PRO's Trained Drafting Assistant prepares professional correspondence in your company's tone, which your team reviews and copies into their own email. It never sends anything automatically.
Inside the module
Features in detail
01
Formal letter drafts
Delay notices, variation requests, claims and replies.
02
Tone & template training
Teach it your company's preferred wording.
03
Copy-ready output
Review, edit and copy; nothing is sent by the system.
04
Contract Specialist Pro link
Interpret clauses you provide with the free Contract Specialist Pro.
05
Project context
Drafts reference the project you choose.
06
Inside your workspace
Drafts stay within your company workspace.
Who it serves
Specialist workflows. Wider business value.
Project managers, contracts teams, quantity surveyors, engineers and office staff preparing professional correspondence.
Information in
Draft instructions and context
Incoming letter or message
Company tone and template rules
Relevant supplied contract references
Operational output
Reviewable correspondence drafts
Formal notices or replies
Consistent company wording
Copy-ready text for your own sending process
The working sequence
From first entry to management review
STEP 01
Set the correspondence context
Identify the event, intended recipient, purpose and relevant project facts. Supply the incoming letter when asking for a reply. A draft based on vague instructions may sound confident while omitting the decisive fact. Do not paste unnecessary personal information or unrelated confidential material into the request.
Identify the event, intended recipient, purpose and relevant project facts. Supply the incoming letter when asking for a reply. A draft based on vague instructions may sound confident while omitting the decisive fact. Do not paste unnecessary personal information or unrelated confidential material into the request.
Use the training and rules area to describe the desired tone and formatting. Clear instructions help produce consistent formal letters and shorter replies where needed. Wording rules should support accuracy, not instruct the assistant to hide uncertainty or invent evidence. Keep the business's review expectations clear for junior staff preparing the first draft.
Review names, dates, references, amounts and factual statements before issue. For contractual correspondence, check the signed conditions, particular conditions and notice requirements. The assistant can help with structure and wording, but it cannot know an event happened simply because the instruction describes it. Remove unsupported assertions and correct any inaccurate clause interpretation.
Copy the reviewed text into the company's authorised email or letter process. The tenant assistant does not send the draft for you and does not establish that a notice was served. Preserve evidence of actual issue, recipient and timing under the project's correspondence procedure. Senior review remains important for claims, admissions, variations and disputed events.
Professional practice
The detail behind the workflow
01
A drafting assistant, not a contractual authority
Professional wording is useful only when the underlying facts are correct. Treat generated correspondence as a first draft requiring review. A notice may have contractual consequences that depend on its timing, recipient, delivery method and supporting particulars. FIDIC editions and particular conditions differ, so a familiar clause number is not sufficient evidence of entitlement. Contract Specialist Pro can interpret clauses supplied by the user without reproducing protected text. Neither tool substitutes for the engineer's determination, consultant certification or legal advice on a disputed claim.
02
Better inputs produce more defensible letters
Provide the event date, reference, factual chronology, requested action and relevant response deadline. Separate established facts from assumptions and explain what the letter should achieve. When replying, include the relevant incoming text instead of asking the assistant to guess the other party's position. Avoid supplying a large unrelated document when a focused excerpt is enough. The assistant helps organise and express the information; it does not independently verify site events, drawings, instructions or payment records. Review the result against the evidence before adopting its language.
03
Company tone without accidental promises
Consistent wording should remain respectful and clear, especially where teams communicate with clients, consultants and suppliers. Company training rules can specify plain text, formality and preferred style. They should not make every reply sound like a legal threat or commit the business to an amount, date or concession that has not been approved. Read the draft for unintended admissions and promises as well as spelling. A short operational reply and a formal contractual notice serve different purposes; the reviewer should decide which medium and level of detail is appropriate.
04
Human review and service availability
The assistant uses Gemini to help prepare correspondence. Service quotas and availability still apply, so high demand can temporarily interrupt drafting. Keep standard templates and a manual process available for time-sensitive correspondence. The company workflow remains copy-and-review: it does not silently send emails or activate notifications. Keep correspondence within the authorised company process, preserve actual sending evidence and never assume a generated draft satisfies a contractual deadline by itself.
AI can make mistakes. Review every fact and clause; generation is not proof of service and never automatically sends tenant email.
Getting started
A practical implementation, not a long setup project
Agree the starting records
Create the company workspace, select the modules the team needs and review who is responsible for each record. Begin with one operating project or location and a small set of checked inputs. Keep existing source documents available during the transition so reviewers can compare the first entries with their original evidence. A trial is an opportunity to evaluate fit, not a reason to abandon established approval procedures immediately.
Review one complete cycle
Take a representative record through the available workflow from input to output. Ask the person who enters the information and the person who reviews it to check the result together. Confirm dates, units, references and reporting periods before adding larger volumes. Where another module is needed for a connected operation, enable it deliberately. Access remains controlled by company, role and module; public free tools do not expose enterprise records.
Establish the review rhythm
Decide when records are entered, how exceptions are handled and when managers review the operating position. Keep ownership clear rather than assuming everyone will update everything. Use the shared reports as a starting point for discussion and reconcile them with the business's source evidence. Add further modules as the workflow grows. Export and document requirements should be checked with the receiving team; software output still needs authorised review before external issue.
Before vs after
What changes on day one
Before: spreadsheets & WhatsApp
After: CM PRO
Letters written days late
Drafts ready in minutes
Inconsistent wording
Company tone and templates
Senior staff write every letter
Juniors draft, seniors review
Clause references guessed
Clause interpretation support
Notices missed
Notices drafted on time
By role
Who uses it every day
01
Project Manager
Issues notices on time.
02
QS / Contracts
Drafts variations and claims.
03
Site Engineer
Replies to site instructions.
04
Director
Protects entitlement.
Economics
Priced to be economical, not to lock you in
No setup fee
Many construction ERPs charge one-time implementation fees before you enter a single record. CM PRO has none.
Pay per module
Start with the module you need. Add more as the company grows.
Free tools for everyone
35+ calculators, site formats, Rate Analysis Pro, Contract Specialist Pro and Smart Floor Planner Pro stay free.
