Letter to File - Revision history

Clarkj25 at 14:42, 6 May 2026

2026-05-06T14:42:32Z

Clarkj25: /* Proposed Letter to File Requirements */

2025-05-22T13:32:25Z

Proposed Letter to File Requirements

SchaeferS: /* Major Deficiencies */

2021-05-06T19:48:22Z

Major Deficiencies

Deboerm at 21:28, 7 January 2021

2021-01-07T21:28:14Z

Deboerm at 21:24, 7 January 2021

2021-01-07T21:24:32Z

SchaeferS: Added link for newly created page Project Closeout Escalation of Accountability

2020-05-13T20:00:36Z

Added link for newly created page Project Closeout Escalation of Accountability

SchaeferS: Created new Letter to File page in Div 1 Supplemental

2020-05-13T14:01:37Z

Created new Letter to File page in Div 1 Supplemental

New page

===Proposed Letter to File Requirements===

If during the project any unusual circumstances, missing documentation or any minor deviations from established MDOT procedures are required related to construction documentation the Engineer must document a Letter to the File explaining the situation, reasoning, and solutions. All Letters to the File must include the following:

#Date and Job Number
#Pay item number
#A description of the issue/deficiency, deviation from contract or MDOT Construction Manual, including quantities and costs
#What was done
#Why was it done with reasons. Include quantities, applied statistical analysis, risk analysis, specific engineering principles, or other appropriate logic
#File under File Folder under 106
#All must be Signed by:
::a. The Engineer in Responsible Charge (MDOT, LAP Engineer or Consultant)
::b. The MDOT Construction Engineer (if not the Engineer in Responsible Charge of the project)

The MDOT Construction Engineer signature is required on every Letter to File as condition of Federal Aid oversight. If the MDOT Construction Engineer finds issues with Letter to File content they will not sign the Letter to File and will return to engineer in responsible charge of the project for revision.

===Post Construction Discovery===

If a deficiency or deviation is encountered post construction or during the File Review Process, then the Letter to the File must also be signed by MDOT Region Construction Engineer.

If the Region Construction Engineer is the engineer in responsible charge of the project and the issue is discovered post-construction then the letter to file must also be signed by the Associate Region Engineer.

===Major Deficiencies===

For all major deficiencies ((link to escalation of accountability) the Letter to File procedures must be altered to also include:
#Letter to File must also be signed by Region Engineer
#Distribution:
::a. Trunkline projects must have copies of letter sent to:
:::i. CFS Engineer of Construction
:::ii. CFS Certification Engineer
::b. Local Agency Projects must have copies of the letter sent to:
:::i. MDOT LAP Program Section Manager
:::ii. CFS Statewide LAP Construction Engineer
:::iii. CFS Engineer of Construction
::c. Consultant Oversight Projects must have copies of letter sent to:
:::i. CFS Engineer of Construction
:::ii. CFS Certification Engineer
:::iii. MDOT CPER team

{{top}}
[[Category:Construction Manual]]
[[Category:Division 1 Supplemental]]

@@ Line 28: / Line 28: @@
 #Distribution:
 ::a.	Trunkline projects must have copies of letter sent to:
-:::i.	CFS Engineer of Construction
+:::i.	Engineer of Construction Field Services
 :::ii.	CFS Certification Engineer
 ::b.	Local Agency Projects must have copies of the letter sent to:

@@ Line 1: / Line 1: @@
-===Proposed Letter to File Requirements===
+===[[#Letter to File Requirements|Letter to File Requirements]]===
 If during the project any unusual circumstances, missing documentation or any minor deviations from established MDOT procedures are required related to construction documentation the Engineer must document a Letter to the File explaining the situation, reasoning, and solutions.  All Letters to the File must include the following:
@@ Line 13: / Line 13: @@
 ::b.	The MDOT Construction Engineer (if not the Engineer in Responsible Charge of the project)
 The MDOT Construction Engineer signature is required on every Letter to File as condition of Federal Aid oversight.  If the MDOT Construction Engineer finds issues with Letter to File content they will not sign the Letter to File and will return to engineer in responsible charge of the project for revision.
 ===Post Construction Discovery===

@@ Line 44: / Line 44: @@
 {{top}}
 [[Category:Construction Manual]]
 [[Category:Division 1 Supplemental]]

@@ Line 8: / Line 8: @@
 #What was done
 #Why was it done with reasons.  Include quantities, applied statistical analysis, risk analysis, specific engineering principles, or other appropriate logic
-#File under File Folder under 106 - Closeout Documents
+#File in Closeout Documents subfolder in Folder 106 - Estimates and Closeout Package
 #All must be Signed by:
 ::a.	The Engineer in Responsible Charge (MDOT, LAP Engineer or Consultant)

@@ Line 25: / Line 25: @@
 ===Major Deficiencies===
-For all major deficiencies ((link to escalation of accountability) the Letter to File procedures must be altered to also include:
+For all [http://mdotwiki.state.mi.us/construction/index.php/Project_Closeout_Escalation_of_Accountability#Resolution_of_Identified_File_Deficiencies major deficiencies], the Letter to File procedures must be altered to also include:
 #Letter to File must also be signed by Region Engineer
 #Distribution: