Variation Request Template

What is a Variation Request Template?

A variation request template is a structured document used to propose changes to a project’s approved scope, design, cost, or schedule. It provides a consistent method for recording and communicating construction variations, ensuring that every adjustment is reviewed and approved before work proceeds.

Using a variation order request template keeps project teams aligned, reduces misunderstandings, and ensures each modification is justified and contractually compliant. Whether managing small design tweaks or major scope changes, a standardised template supports transparency and control throughout the approval process.

What’s Included in a Construction Variation Request Form

A variation request form for construction includes all key sections required to capture, justify, and assess proposed changes to the works. Each field ensures the variation can be evaluated accurately in line with contract procedures and valuation principles.

Here’s what’s typically included in a complete variation request form:

• Project and contract details: Includes project title, contract number, site address, and principal or client details to clearly identify the affected contract package.
• Variation reference number: A sequential identifier (e.g., VR-001) used to track requests in the variation register and link them to future variation orders or payment certificates.
• Description of varied works: A detailed summary of the change, including the original scope and proposed modification, supported by relevant drawings, specifications, or RFIs.
• Reason for variation: Explains the cause, such as design development, latent conditions, client instruction, or statutory compliance requirements.
• Cost breakdown and valuation: Provides itemised rates or lump sums using the schedule of rates, daywork rates, or bill of quantities (BOQ).
• Time impact assessment: Notes any extension of time (EOT) request and quantifies potential delay to the programme or critical path.
• Supporting documentation: Includes drawings, specifications, quotations, method statements, or site records used in assessing the variation.
• Approval and certification: Space for signatures from the superintendent, contract administrator, or employer’s agent to formally record assessment and approval.

💡 Pro Tip: Always cross-reference your variation request with the relevant clause in your contract (for example, clause 36 in AS 4000 or clause 5.6 in JCT D&B) to avoid delays in approval or disputes over entitlement.

How to Use This Variation Request Template

Fill in the header, describe the change and the reason for it, then work through all six impact sections before it goes anywhere. The approval block at the bottom is where the decision gets recorded and signed.

Every field sits in angle brackets as a placeholder, so replace them as you go and print the sheet to one page.

1. Enter the project name, address and project number in the header
2. Give the request a sequential reference number, a title that names the change, and the date it was raised
3. Record who is requesting it: name, title and company, so the origin of the change is on the face of the document
4. Mark an X against Low, Medium or High priority, clearing the X already sitting on Medium
5. Describe the change itself under Variation Request Description, saying what is being asked for rather than why
6. Give the reason separately, since that is what establishes whether an entitlement exists at all
7. Complete all six impact sections covering scope, deliverables, cost, schedule, risk and stakeholders, writing nil where there is genuinely no impact rather than leaving a blank
8. Mark the decision as Accepted, Rejected or More Information Requested, then have both the project manager and project owner sign, name and date it

Why Use a Template for Variation Requests

Using a variation request template standardises how changes to the works are documented and assessed. It helps teams document variation details accurately and comply with contract requirements.

Key reasons to use a template include:

• Consistency across projects: Standardised variation requests help maintain uniform reporting, making it easier for project teams to assess proposals.
• Compliance with contract procedures: Most contracts require written notice or quotation before a variation can be approved. A structured form helps demonstrate compliance with these clauses.
• Improved accuracy in valuation: A template ensures all necessary details, like cost build-ups, schedule of rates, and daywork calculations, are captured for accurate valuation and certification.
• Better communication between parties: Clear documentation helps avoid disputes by aligning expectations between the principal, contractor, and consultant teams before the varied works are executed.
• Traceable audit records: Every variation request form becomes part of the permanent project record, supporting future progress claims, payment certificates, and final account reconciliations.
• Faster approval cycles: Templates reduce rework and missing information, allowing the superintendent or cost consultant to process approvals more efficiently.

Always maintain a variation register alongside your template to track submission dates, superintendent responses, and approved values. This will help you stay audit-ready and aligned with progress claims.

Who Should Use Variation Request Form

A variation request form should be used by anyone involved in managing contract changes, approvals, or cost assessments on a construction project. It ensures all parties communicate variations clearly, maintain proper records, and follow the procedures required under their contract.

Typical users include:

✅ Contractors and Head Contractors: Prepare and submit formal requests when instructed to vary the works or respond to site directions.

✅ Project Managers: Review variation impacts on cost, time, and programme before forwarding for assessment.

✅ Superintendents or Contract Administrators: Evaluate requests, issue directions, and certify approved variations.

✅ Principals or Clients: Approve or reject variations based on cost, risk, and project priorities.

✅ Quantity Surveyors or Cost Consultants: Verify cost build-ups and ensure valuations align with contract provisions.

✅ Architects or Engineers: Confirm design changes or issue site instructions that trigger variation requests.

✅ Subcontractors: Submit variation proposals that align with head contract requirements and approvals.

💡Pro Tip: Encourage all consultants and contractors to use the same format for variation requests and variation orders to streamline approval workflows and avoid missed or duplicated variations.

When to Use a Project Variation Request Template

A project variation form should be used whenever a change to the works may affect project cost, scope, or time. Here are common situations where a variation request is required:

• Design changes or development: Revised drawings or specifications issued by the architect or engineer that alter the original scope of work.
• Client instructions: Additional works, omissions, or substitutions directed by the principal that modify agreed deliverables.
• Unforeseen site conditions: Discovery of latent conditions such as rock, contamination, or restricted access that impact construction activities.
• Compliance or regulatory updates: Adjustments needed to meet new statutory, safety, or building code requirements.
• Value engineering proposals: Cost-saving or efficiency measures proposed by the contractor that need approval before implementation.
• Superintendent or contract administrator directions: Site instructions or directions that vary must be recorded formally to support later assessment and approval.

💡Pro Tip: Keep variation requests logged against their corresponding site instructions and valuation records to make future certification and reporting more efficient.

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Related Articles and Templates

• Variation Order Template
• Variation Template
• What is a Change Request?
• What is a Potential Change Order?
• Notice of Variation