Every construction manager has been there: you need to issue a bulletin or field directive to clarify something in the plans or specifications, but you’re walking a tightrope; Say too little, and contractors will claim the directive is unclear. Say too much, and you might accidentally create a compensable change that costs your agency thousands—or even hundreds of thousands—of dollars.
That’s the balance: finding the most specific language to use in writing bulletins and field directives. A single poorly worded sentence can transform what should be a clarification into a contractor’s golden ticket for a change order claim. The wrong meaning can make or break your project budget. But with careful attention to contract language and strategic use of AI, you can issue clear, protective directives that keep your projects on track and on budget.
Continue reading to learn how you can leverage artificial intelligence to write bulletins that protect your agency's interests while providing the clarity contractors need to do their job.
The High Stakes of Bulletin Language
Before diving into AI applications, it’s crucial to understand why bulletin language matters so much. Every word you write is being evaluated by contractors for potential cost recovery opportunities. Common language pitfalls that create expensive problems include:
Setting Up AI for Contract-Safe Communications
When using AI for bulletins and directives, you need to establish clear context about your role, constraints, and objectives.
Essential Context Setting
Define Your Document Type and Purpose
Four Critical AI Applications for Bulletins and Directives
1. Contract Reference Verification and Scope Protection
The most important AI application is ensuring your bulletin properly references existing contract language and doesn’t accidentally expand scope.
The Prompt: “Review my draft bulletin and help me strengthen the contract references and scope protection. Specifically: (1) Identify where I should reference specific contract sections, specification numbers, or plan details, (2) Suggest language that clearly ties this directive to existing contract requirements, (3) Flag any words or phrases that could be interpreted as adding new work or changing original requirements, (4) Recommend protective language that reinforces this is clarification of existing obligations, not additional work, (5) Ensure the scope boundaries are clearly defined to prevent expansion.”
Example Application: Instead of writing: “Contractor shall provide additional waterproofing behind retaining walls,” AI helps you write: “Per Section 03-20-00 of the project specifications and Detail Sheet C-12, contractor shall install the specified waterproofing membrane behind all retaining walls as shown in the original contract documents. This bulletin clarifies the application requirements already included in the base contract scope.”
2. Claims-Resistant Language Review
AI can help you identify and eliminate language that creates vulnerability to claims.
The Prompt: “Review this bulletin draft for language that could create claims exposure or cost liability for the agency. Identify: (1) Words that suggest new or additional work (‘extra,’ ‘additional,’ ‘supplemental’), (2) Phrases that could imply agency responsibility for contractor costs (‘provide,’ ‘furnish,’ ‘supply’ when referring to agency actions), (3) Language that creates open-ended scope (‘as necessary,’ ‘as required,’ ‘adequate’), (4) Statements that could be interpreted as design changes rather than clarifications, (5) Any commitments or promises the agency cannot control. Suggest more protective alternative language for each issue identified.”
⛔Red Flag Words to Avoid: - “Additional” → “Specified” - “Extra work” → “Contract requirements” - “Agency will provide” → “As specified in Section X” - “As necessary” → “In accordance with Detail Y” - “Due to unforeseen conditions” → “As shown in the contract documents”
3. Clear Scope Definition and Work Boundaries
Ensure your bulletins define exactly what work is included and what isn’t.
The Prompt: “Help me clearly define the scope boundaries in this bulletin. Structure the content to: (1) Clearly state what work IS included in this directive with specific references to contract documents, (2) Explicitly state what work is NOT included or affected by this directive, (3) Define the physical limits or boundaries of the work, (4) Specify which trades or contractors are responsible for which aspects, (5) Clarify any coordination requirements without creating new agency obligations, (6) Include a statement that reinforces this directive addresses work within the original contract scope.”
Sample Structure AI Can Help You Create: - Work Included: [Specific tasks with contract references] - Work Not Included: [Clear exclusions] - Physical Limits: [Station numbers, elevations, specific locations] - Contractor Responsibilities: [With contract section references] - Coordination Requirements: [Within existing contract obligations]
4. Professional Tone and Legal Defensibility
AI can help ensure your bulletins maintain the right professional tone while being legally defensible.
The Prompt: “Review this bulletin for professional tone and legal defensibility. Ensure: (1) Language is authoritative but not confrontational, (2) All statements are factual and can be supported by contract documents, (3) Directives are clear and actionable without being overly prescriptive about means and methods, (4) The tone reinforces the agency’s authority while respecting contractor expertise, (5) Any timelines or deadlines are reasonable and tied to contract requirements, (6) The overall message protects agency interests while maintaining professional contractor relationships.”
Advanced AI Techniques for Bulletins
Template Development and Consistency
Create standardized language for common bulletin types:
Cross-Reference Verification
Ensure consistency across project documents:
Contractor Communication Anticipation
Prepare for likely contractor responses:
Common Bulletin Scenarios and AI Solutions
Clarifying Ambiguous Plan Details
Situation: Plan details are unclear about connection requirements
AI Prompt: “Help me write a bulletin that clarifies the connection detail shown in Drawing S-15 without creating additional scope. The contractor needs specific bolt spacing and connection requirements, but this should be considered standard construction practice per the specifications.”
Addressing Specification Conflicts
Situation: Two specification sections appear to conflict
AI Prompt: “Draft a bulletin that resolves the apparent conflict between Section 03-30-00 and Section 03-35-00 regarding concrete curing requirements. The resolution should clarify the original intent without adding cost or changing fundamental requirements.”
Material Substitution Decisions
Situation: Contractor proposes substitution that requires clarification
AI Prompt: “Write a bulletin approving/denying this material substitution request. If approving, ensure the language makes clear this is within original contract scope and maintains all performance requirements. If denying, provide clear technical justification tied to contract requirements.”
Quality Control: AI-Powered Bulletin Review
Before issuing any bulletin, use AI as your final quality control check:
Comprehensive Review Prompt: “Perform a final review of this bulletin as if you were a contractor’s legal team looking for cost recovery opportunities. Identify: (1) Any language that could be twisted into a change order claim, (2) Missing contract references that weaken our position, (3) Ambiguous terms that could be interpreted against agency interests, (4) Scope creep indicators, (5) Timeline or coordination issues that could create impact claims. Rate the overall claims risk on a 1-10 scale and explain your reasoning.”
From Manual Review to Integrated Protection
While these AI techniques can dramatically improve your bulletin quality and reduce claims exposure, imagine if this intelligence was built directly into your document workflow. Instead of manually checking each bulletin against contract references and previous communications, you could have AI automatically flag potential issues, suggest protective language, and ensure consistency across all project directives.
That’s exactly what we’re building at BridgeDoc. Our AI-powered bulletin module doesn’t just help you write better directives—it automatically cross-references contract documents, maintains consistency with previous bulletins, and flags potential claims language before you hit send. Every bulletin becomes part of a protected, searchable project record that strengthens your position rather than creating vulnerabilities.
What’s your biggest challenge with writing bulletins and field directives?
We'd love to learn more. Share your experiences with us at: Contact@BridgeDoc.com