Construction variation record builder

What this record is for

Use one record for a proposed or observed change to a defined work package. A variation is a contract-specific concept: calling something a change here does not establish that it is a compensable variation. The worksheet brings the facts and open questions together for the people responsible for assessment.

It does not calculate daywork rates, value a claim or determine notice deadlines. No document is sent to another party when you use the tool. Keep the formal contract process separate and link its communications into the evidence index.

When a site issue still needs a technical answer, keep the query and response references together in the construction RFI log builder. If the answer changes the work, use the separate instruction and change-control process.

Start with the baseline and the request

Record the original drawing, scope or order revision and the affected location. Describe what is proposed or what has actually been observed, without assuming that the proposed solution is authorised. Identify a request separately from an instruction and note any uncertainty about who can instruct the work.

For example, in a fictional kerb package, a site discussion proposes moving a line to clear a delivery route. The record can identify the existing drawing, the discussion and the proposed location while instruction and design review remain pending. It does not authorise moving the kerb.

Build an evidence-backed chronology

Add events in the order you want them printed. Include the date, source and original document reference. Distinguish a photograph of a condition from an explanation of its cause, and an estimate of time or cost from an agreed assessment. Preserve superseded documents with their revisions instead of silently replacing the history.

The cost and programme fields are narrative records. State the basis, assumptions and assessment status, and reference the relevant calculation or programme elsewhere. A number entered here does not become an agreed sum or extension of time.

Keep unresolved actions visible

Use the action list for missing information, an authority check, a design response or review of required contractual communications. Assign a role and a review date. The tool does not calculate a contractual deadline from that date and does not remove actions when the administrative status is changed to closed.

Download a text copy, print or save the working record as PDF, inspect it, and file it with the original evidence. The evidence index contains references only, not attachments. The builder does not authenticate documents, verify decisions or persist your entries after leaving the page.

Source and limits

The RICS publication page lists 29 February 2024 and describes the document as both a guidance note and practice information. Its linked PDF identifies the first edition as January 2021 and says it was reissued as practice information in March 2024. Section 3.10 supports keeping identifiable changes and their documents together. This worksheet follows that general record-keeping principle, not the document's examples of particular contract clauses or notice periods.

Source scope checked 7 October 2026. The PDF is cited for general record-keeping only. Use the actual current project contract and competent advice for contractual decisions; this original worksheet is not a RICS form or legal advice.