On staged work, you don’t wait until the end to be paid — you make progress claims as the job advances. When made correctly under your state’s Security of Payment Act, a progress claim is far more than an invoice: it triggers the other party’s obligation to respond and can make them liable for the full amount if they don’t. This guide walks through what a claim generally needs to contain and gives you a template structure. It is general information, not legal advice — the exact requirements vary by state, so confirm your Act.
What a progress claim needs to do
A progress claim has one job: to clearly and defensibly state that you are owed a specific amount for specific work completed to a point in time, in a form your state’s Act recognises. Clarity is protection. The more precisely you identify the work and the amount, the harder it is for the other party to dispute or short-pay it — and the stronger your position if the matter ever escalates to adjudication.
A simple template structure
You can adapt the structure below to your own letterhead or job-management software. It is a general template, not a jurisdiction-specific legal form — check whether your state requires particular wording or endorsements.
- Header — your business name and ABN, the client’s name, the property/site address, the date, and a unique claim number.
- Contract reference — identify the contract or quote the work is under, and the reference date or period the claim covers.
- Description of work — itemise the work completed this period, ideally tied to the agreed stages or a schedule of values.
- Amount claimed — the value of the work this period, any variations, less previous payments, showing the amount now due (plus GST as applicable).
- Payment details — how and by when to pay: due date, bank details or payment link.
- Any required statement — some jurisdictions require the claim to state that it is made under the relevant Act; confirm what yours requires.
Where progress claims fall short
A perfectly written progress claim is still a claim, not cash. The other party can short-pay it, dispute it, or force you into adjudication — and if they’re insolvent, even a winning determination is worth little. The whole system is “pay now, argue later”, which assumes the payer is solvent and present. A progress claim is the right tool once you’re already owed the money; it doesn’t stop you being owed it in the first place.
How to write and serve a progress claim
A general, educational outline. This is not legal advice, and the exact requirements and timeframes vary by state — treat each step as orientation and confirm the current Act for your jurisdiction.
- 1
Confirm your entitlement for the period
Check you have a right to claim for this period — the “reference date” is set by your contract or the Act. You can typically claim periodically as work progresses.
- 2
Itemise the work completed
List the work done this period against your agreed stages or schedule of values. Precise, itemised descriptions are harder to dispute than a single lump sum.
- 3
Calculate the amount now due
Value the work for this period, add any approved variations, subtract previous payments, and show the balance due plus GST where applicable.
- 4
Add any statement your Act requires
Some jurisdictions require the claim to state it is made under the relevant Security of Payment Act. Confirm what yours requires and include it — missing wording can weaken the claim.
- 5
Serve it correctly and keep proof
Serve the claim on the party who owes you, in a manner the Act and your contract allow. Keep dated proof of service — it matters if timeframes are later disputed.
- 6
Track the response window
The respondent has a defined window to reply with a payment schedule. Note the date; if they don’t schedule in time they’re generally liable for the full claimed amount, and you may be able to apply for adjudication.