WORK DESCRIPTION FOR INVOICE
PERIOD: 27/07/2026 – 30/08/2026
WORKS BY MAIN WORK AREAS
TILING WORKS IN THE GROUND FLOOR HALLWAY
WALL WORKS IN THE LARGE ROOM ON THE GROUND FLOOR
KITCHEN WORKS ON THE GROUND FLOOR
SKIRTING BOARDS AND DOOR ARCHITRAVES ON THE GROUND FLOOR
WORKS IN THE GROUND FLOOR HALLWAY — REAR EXIT
COVING WORKS IN THE LARGE ROOM ON THE SECOND FLOOR
COVING WORKS IN THE MUSIC ROOM
WORKS IN THE DRYING ROOM ON THE SECOND FLOOR
WORKS IN THE LARGE ROOM ON THE SECOND FLOOR
WORKS IN THE SECOND FLOOR BATHROOM
WORKS TO TEA STATIONS / FINISHING AREAS
CLEANING, LOADING AND WORK ORGANISATION
| Rate | Days | Total | |
| Andrzej | 250 | 15 | £3,750 |
| Serhii | 200 | 11 | £2,200 |
| Ivan | 200 | 15 | £3,000 |
| Nazar | 200 | 10 | £2,000 |
| = £10,950 | |||
| VAT £547.50 | |||
| £11,497.50 |
Hi Aidan, hi Douglas,
Ahead of our meeting tomorrow, I wanted to send you a few of the main points that I would like us to discuss together. I thought it would be better to mention them beforehand so that you have a chance to consider them properly and so that none of these subjects comes as a surprise during our conversation.
Please don’t take this as a list of problems or complaints. The project has been going on for a long time, the scope of the works has developed considerably, and I think this is a good point for us to agree clear arrangements and a plan for the next stages of the project.
Tomorrow, I would like to walk through the house with you, room by room, and go through what I believe has already been completed and what still remains to be done.
At the same time, I would like to establish which further stages of the works you are planning to ask AK-Refurbishments to carry out, which floors and rooms are currently your priorities, and in what order you would like us to proceed with the remaining works.
It is also very important for me to establish who will be responsible for the final painting and decorating of the house, and what part of this work, if any, you would like us to undertake.
I have also heard that you may be planning to move into the house in December. I don’t know whether this information is correct, so I would like to ask you about it. If there is a particular date by which you would like the house, or certain parts of it, to be ready, I need to know sufficiently in advance so that I can properly plan my team and the sequence of the remaining works.
I would also like to come back to AK-Refurbishments being referred to as the “Main Contractor”, as I would like to understand exactly what you expect from me in this role.
In practice, the current organisation of the project is different from a typical situation where a main contractor manages the overall works. You employ the other contractors directly, agree their scope of works with them and communicate with them directly. I do not set their prices, programmes or scope of works, and some of the information and arrangements do not come through me.
At the same time, I need to ask you which further stages of the works you would like my company to undertake, rather than independently organising the entire project, the different scopes of work and the sequence in which all contractors carry out their work.
I have no problem with this arrangement and I am very happy to work alongside all the other contractors, but I would like us to clearly establish what exactly my role is and what AK-Refurbishments is expected to be responsible for during the remainder of the project.
I believe having this clearly defined will be better for you, for me and for the other contractors, and will help to avoid misunderstandings as the project progresses.
There is one other important subject that I wanted to mention before the meeting so that I am not presenting it to you as a surprise tomorrow.
Following the first full annual accounts for the company and a discussion with Dawid, I have had to look more closely at the actual costs of running AK-Refurbishments.
Based on the figures I discussed with Dawid, the rate I should currently be charging is at least around £250 per day for each member of my team and £300 per day for my own work, while under a normal business model there would also be additional income from a margin applied to materials supplied.
However, I do not want to introduce such a large increase at Craigrothie. We have been working together for a long time and I hope that we will continue working together through to the completion of the project. I would therefore like to discuss a smaller adjustment of £235–£240 per day for each member of my team and £275 per day for myself.
The current rates were agreed around 18 months ago, when my company was only just starting. It is only after completing the first full year that I now have a realistic picture of the costs of running the company and how much actually remains after paying the team and all the other costs associated with running the business.
Until now, I have also not charged for a considerable amount of the time I spend on Craigrothie outside the actual working day on site. This includes planning the next stages, organising the team, calculating and ordering materials, arranging deliveries, and researching suitable products and solutions. A significant amount of this organisation takes place after the normal working day. There have also been occasions when I have gone to shops after work to collect necessary materials or spent time looking for the right products online. I have never included this time in my charges.
In addition, I prepare detailed breakdowns for you showing who worked on each day, how many days were worked and exactly what work was carried out.
It is also important to point out that I do not add any margin to materials. You receive copies of the original shop receipts and supplier invoices from me, so you can see exactly what the materials actually cost. Where possible and in accordance with the agreed method of accounting, I also try to deal with materials in a way that allows you to benefit from the reduced VAT rate.
This is different from the standard way in which contractors invoice for materials, where the client would normally receive an invoice from the contractor covering the materials together with the contractor’s own margin, without necessarily receiving a copy of the original supplier’s invoice each time. From the beginning of the works at Craigrothie, I have chosen to maintain full transparency and pass on the actual cost of materials without adding my own margin.
As a result, the main source of income to the company from the work of my team is the difference between the rate you pay and the amounts I pay the team, and at the current rates that difference is relatively small.
On top of this, there are the increasing costs of running the business, the rising cost of living, and the fact that members of my team are also beginning to ask me for increases in their rates.
I would therefore like to have a calm discussion with you tomorrow about whether we can agree an adjustment to the rates for the remainder of the project.
I would also like to bring the matter with Eric to a conclusion.
I have contacted him twice regarding the signature/confirmation that I need. I have previously also asked you for help with this, but unfortunately the matter is still unresolved.
I do not want to make a major issue out of it or raise it as a complaint. I would simply like us to agree tomorrow how we can bring this matter to a conclusion.
I would also like to briefly return to our previous arrangements regarding the reduced VAT rate and make sure that we all have the same understanding of the current position.
This also includes the Credit Note and the amount that I need to return to you following the VAT accounting. As previously discussed, I am planning to return this amount once the VAT has been accounted for and the relevant funds have been recovered.
Separately, I would also like to discuss with you the possibility of a short-term loan in connection with the reduced VAT arrangements.
I have not received any such loan from you so far. This is only a proposal that I would like to discuss with you tomorrow and explain exactly why it may be needed, as well as how and when it would be repaid.
I do not want to go through the entire VAT matter again from the beginning. My main aim is simply to check the current amounts and dates and to clearly agree how everything between us will be settled.
There is also a separate cash payment which has still not been settled and has remained outstanding for several months.
I am deliberately keeping this separate from the VAT, Credit Note and the other financial matters. I would simply like us to clarify this tomorrow and agree how it will be brought to a conclusion.
The most important thing for me is that, following tomorrow’s meeting, we all have a clear understanding of:
It is important to me that the next part of the project is well organised and that we all understand what we expect from one another.
We have been working together for a long time, and for that reason I think it is worth sitting down calmly now, discussing these matters and agreeing a clear plan for the remainder of the project.
See you tomorrow.
All best,
Andrzej
PRELIMINARY INFORMATION
For now, I am providing the information below in this form because this is not an official message or invoice, but simply an update on the situation at Craigrothie House as of today.
I would like you to have all the most important information kept up to date before we move on to the next stage of the works. Once you return, we will be able to discuss everything calmly and in more detail.
1. PLAN OF WORKS FOR NEXT WEEK
For approximately the last four weeks, we have not been working at Craigrothie with the full team. Depending on what was needed, individual members of my team have been attending the site and continuing the works that had previously been agreed.
From next Monday, we are planning to return to Craigrothie with a fuller team.
For next week, we are primarily planning:
I am not planning to start any additional works beyond what is currently required and agreed.
If there is anything you do not want us to carry out at this stage, or if you have any questions regarding the plan for next week, please let me know before Monday. Preferably by phone.
2. BATHROOM ON THE TOP FLOOR – DECISION REQUIRED
During the continuation of the works, a problem has arisen with the bathroom on the top floor.
After checking it more carefully, it became apparent that the existing ceiling is not sufficiently stable for us to properly fix the coving to it. The problem is similar to the one we previously had in the drying room – the existing surface is loose and does not provide a sufficiently secure base.
In my opinion, the best solution would be to construct the ceiling in a similar way to the drying room, by fixing a timber structure directly to the existing ceiling and then installing new plasterboards. This will give us a stable surface for the further works and for the proper installation of the coving.
The problem also concerns two walls.
After removing the plywood, our earlier assumption was confirmed that there is an old fireplace behind it, exactly in the area where the washbasin is planned to be installed.
I believe that the wall on the left-hand side as you enter should have a new structure/boxing constructed. This will allow us to:
The remaining walls, although they are not ideal, should in my opinion be suitable for further works.
My proposal is therefore as follows: suspend/lower the existing ceiling and construct new boxing/framework to the indicated section of the walls.
If this solution is acceptable to you, we can start these works from Monday. However, I would need your decision beforehand so that I can calculate and order the required materials and arrange for them to be delivered on time.
3. CURRENT ACCOUNT BALANCE
At this stage, I am not issuing an invoice yet.
I only want to provide you with an approximate current account balance as of today, so that all works carried out and costs incurred up to this point are being communicated to you on an ongoing basis and so that we know where we stand before beginning the next stage.
Once you return, I will prepare a full breakdown and send you an invoice covering the entire remaining balance together with the following week’s works.
4. MEETING AFTER YOUR RETURN
I saw on the group that you are planning to return and be at Craigrothie on Friday, 28 August.
I would like to arrange a time then to sit down with both of you for a calm discussion regarding the further works at Craigrothie.
We have several important organisational matters to discuss, including the next stages of the works, how they will be organised and accounted for, as well as several other matters relating to the continued management of the project.
It would be best to meet at a time when the other subcontractors are no longer on site, so that we can talk calmly without rushing and agree on a clear plan for how to proceed.
If you have any questions before you return, of course you can call me at any time.
Video showing the condition of the walls in the top-floor bathroom.
Photo of the fireplace after removing the plywood.
