Funder Site Visit Signoff Pending Payment Email Template

Use this page when payment is delayed because the funder, program authority, or oversight team has completed a site visit or inspection, but signoff from that visit still has not been issued. This is more precise than milestone certification alone. The work may have been inspected in practice, yet payment remains blocked because the post-visit signoff memo, inspection release, or acceptance note is still outstanding. Your email should ask whether the site visit found any unresolved issues, whether payment is otherwise approved pending only signoff, who owns the release from the inspection, and when that signoff will be completed. The outcome you want is to turn a loosely described inspection delay into a clear release milestone. It is commercially strong because suppliers can be left unpaid even after the buyer or funder has physically reviewed the work, simply because the formal signoff has not been processed.