Construction Variation form template with a worked example

Identify the baseline agreement

If earlier adjustments were accepted, establish whether the reviewed baseline value already includes them. Do not add the same change again simply because it appears in an older proposal file. Record the agreement position this new offer is based on, then check the relationship of the proposed adjustment to it. That makes the arithmetic meaningful when a project has developed beyond its first Quote.

Enter the Customer, Job, site and agreement reference before describing the change. The baseline field should identify the scope actually agreed. An early estimate or superseded Quote may no longer describe that position.

Record the reviewed baseline value and its basis. The example uses £12,000 before any applicable tax. Your actual agreement may use a different presentation, but the adjustment and proposed new value need a consistent basis to make their relationship clear.

Keep the baseline record available rather than silently replacing it with a revised description. Somebody reviewing the proposed change needs to compare what was bought with what you are now offering, without reconstructing several unrelated messages.

Describe the reason for the change

Use the discovery or request field to explain why the proposal exists. It may record something found during work or a customer selection that changed. Include the relevant date or source and distinguish observed information from a conclusion still requiring assessment.

The worked example starts with a request for another matching shelf unit. It is an addition to an existing refurbishment package, not an unpriced instruction already completed. That context helps the reader understand the decision the proposal asks them to make.

Choose supporting information that explains the scope, such as a reviewed drawing, measurement or relevant image. A finding alone does not specify the whole response. Identify any additional assessment needed before presenting a defined adjustment.

Keep internal and external evidence appropriately selected. Private estimating notes may support your review without belonging in the customer-facing document. The form asks for relevant evidence rather than a copy of every attachment associated with the Job.

Fill in the scope-adjustment table

Mark whether each item adds, removes or replaces work. Then describe its location, result and specification or supply arrangement. The type of adjustment helps explain whether the customer receives another item or a different version of an existing one.

The example adds one shelf unit in an identified alcove area, supplied and fitted to drawing S-02 revision A. Those details connect the price to a recognisable proposal. They do not define a universal joinery specification or a benchmark price.

Complete exclusions and assumptions alongside the table. In the example, surrounding decoration is excluded and dimensions and finish still require confirmation before issue. Replace that learning context with the actual reviewed position for your offer.

If the change depends on a choice not yet made, resolve it or offer a clearly defined option through the appropriate process. A detailed-looking form with an open specification can still leave the amount attached to something nobody has actually proposed.

Check the adjustment arithmetic

The value section separates baseline, signed adjustment and proposed value if accepted. Use an explicit plus or minus and the same basis throughout. A removal, replacement and addition need different scope explanations even when their arithmetic is straightforward.

For the example, £12,000 plus £750 gives £12,750. That figure remains proposed until the relevant response and agreement process is complete. The document does not report that a customer already accepted the sample shelf unit.

Check amounts manually after editing the Word file. It contains text fields, not a calculation engine. Changing the adjustment while retaining the previous proposed total would produce an inconsistent offer even if the descriptions were accurate.

Review actual tax treatment and any existing issued billing separately. A proposed reduction to work does not itself rewrite an issued Invoice or create a refund. Use the relevant supported process and applicable arrangements for those financial questions.

Record the programme questions

Describe what the adjustment may change about duration, supply, access or team arrangements. Keep the status of those details clear. A possible additional visit is different from a date that has already been confirmed with the people involved.

The shelf example leaves the fitting input to review and does not assign a team or date. Your own proposal can supply more definite information where it is established, but should not hide a dependency that affects whether the work can be delivered as discussed.

Identify the next responsibility after a response. It may concern the agreement record, procurement or scheduling. The customer’s commercial decision and those operational arrangements should remain traceable without being treated as one automatic event.

Complete the response record

The response section identifies the offered version, named respondent, decision, actual response date and method, supporting note and person entering the record. These fields help distinguish what the customer said from when staff recorded it.

Check which proposal a general response concerns. A phone call saying "go ahead" may need clarification if several specifications or amounts were discussed. Record any qualification rather than treating a conditional response as an unconditional acceptance.

Use the relevant authority checks for the actual Customer. A work or access contact is not automatically the person approving a charge. Keep that relationship clear rather than infer authority from a familiar email address or somebody being present on site.

Retain the actual result through your normal process. The example supplies no customer response; its fields remain prompts. A signed template page alone does not settle every contractual, scheduling or payment question for the work.

Use the version log

Record a new version when the offered scope or amount changes, with the reason and reviewed current proposal. The log gives the customer conversation a clear reference rather than leaving several attachments all called "updated".

Review earlier response routes through the supported system you use. Retain the history while making the offer currently under consideration identifiable. The customer should not be prompted to respond to an older amount while you explain another one.

After an actual acceptance, carry the agreed adjustment into the relevant work and handover. A separate subcontract still needs its own reviewed change where applicable; the customer’s response does not silently rewrite a supplier agreement.

Prepare one proposal from the blank form

Choose one proposed change and complete the blank section against its actual baseline. Check scope, selected evidence, value relationship and practical consequences. Use the example for field relationships, then remove those pages from the customer copy.

Read the offer as somebody who missed the site conversation. They should be able to identify what would change, what it would cost and which version needs a response. That is the concrete purpose of the form before any decision is recorded.