The extra work is done. Now you need to show what changed and why the price is due.
Build your variation evidence pack as soon as the change takes place. Do not wait until month end.
1. Give The Change One Number
Use it on the log, photos, plans, quotes and each notice. Record the date, person who asked and what changed.
If the request was spoken, write a dated record. Ask for written proof through the agreed route. A spoken request may not meet all the contract terms.
2. Keep Old And New Scope
Save the parts of the contract, scope, rates and plans that apply. Show the work added, taken out or changed. Mark up the measures.
Do not send the whole contract in a pile of pages with no notes.
- Scope
Show what changed.
- Records
Link the request and work.
- Price
Follow the contract’s rate rules.
3. Check The Notice Rules
Read your signed subcontract. Check what the notice must say and who must get it. Check the address or portal, how to serve it and when it is due. Keep proof of service.
A change log does not replace a notice the terms call for. A quote email may not meet the notice rules either.
4. Record The Work And Cost
Record labour date, hours, place and task. Split waiting and rework from normal work. Link plant to the task and dates.
Keep goods receipts, hire records, quotes, waste and returns. Date photos and give a wide view plus clear detail.
A signed daywork sheet may confirm hours, rather than the right to payment or agreed value. Check the terms and facts.
5. Keep Time Effects Apart
Save planned and real dates, late design facts and steps taken to reduce delay. Show how the event changed the work.
Keep direct work cost apart from wider delay or lost output. Neither is owed just because it appears in a log.
6. Show The Price Basis
Follow the contract’s rules for old, changed or new rates. Show measures and rate build-ups for labour, plant and goods.
Add overheads and profit only on the allowed basis. Credit work taken out. Count each cost once.
7. Keep The Pack Easy To Check
Give each part a short folder name. Use scope, change request, notices, site, cost and time. Add a brief front sheet and a list of sources. Keep past claims in their own folder.
Keep claimed, assessed, agreed and paid sums distinct. Link the change to each payment claim. Keep old versions.
Review open items each week. Name who acts and the next due date. Get prompt legal advice where notice rights or dispute steps matter. A QS can help sort scope and cost proof.
General guidance. Check your signed contract and the job facts. Get legal advice where needed.