Changes happen on almost every job. The client moves a door, adds a canopy, or drops an item to save money. The work is often done first and argued about later, when the final account is settled.
A VO agreed in writing before the work starts, or as soon as possible after the instruction, is the simplest way to get paid for changes. It turns “the client said so on site” into a signed record with a price.
What goes on a variation order
- VO number and dateNumbered in order for each job, so every change can be traced.
- Instruction referenceThe architect’s or S.O.’s instruction, site instruction, email or message the change came from, with its date and who gave it.
- Description of the changeWhat changed, where, and why, in plain words. A site photo helps.
- Additions and omissionsEach item with unit, quantity, rate and amount. Omissions are taken off.
- Net change and revised contract sumThe original contract sum, previous VOs, this VO and the new contract sum.
- Time and signaturesAny change to the completion date, and signatures from you and the client.
How to handle a variation
- Get the instruction in writingAn AI, site instruction, email or message. Note who gave it and when.
- Record it the same dayDescribe the change and take photos before and after.
- Price itUse your contract or BQ rates where they apply, and fair rates for new items.
- Get it signedSend the VO to the client for signature before the work, or as soon as you can after.
- Bill it on its ownClaim the approved VO as its own line or invoice, not mixed into contract work.
Why variations go unpaid
- Verbal instructions only. “Just do it, we settle later” is the most common reason variations are never paid.
- Priced too late. A VO priced months later, at the final account, is much easier to argue down.
- No omissions shown. Leaving out omissions makes the whole VO look unreliable. Show both sides.
- No link to the day. A site diary entry and photos from the day the change was made back up the VO.
Do it in Raul instead
In Raul, anyone in the office can record a variation on the job, and it changes no money until Management approves it. Each variation shows its stage, from Recorded to Paid.
See variation orders in Raul- Add a site photo and one line and Raul drafts the description. The amount is filled in only if you typed it.
- Management can print a Variation Order form for the client to sign.
- Press Bill it on an approved variation and the invoice opens with its amount filled in.
Common questions
What is a variation order in construction?
A variation order (VO) is a written record of a change to the contract works, extra work, omitted work or a change in how the work is done, agreed by the client, with its effect on the price and sometimes the time.
Who issues a variation order?
On consultant-led jobs the architect or S.O. issues an instruction, and the variation is valued from it. On smaller jobs the contractor often prepares the VO and the client signs it.
How are variations valued?
Usually at the rates in the contract or BQ where the work is similar, at adjusted rates where it is similar but not the same, and at fair rates for new work. Check the valuation clause in your contract.
Can I claim a variation without a signed VO?
It is much harder. Without a written instruction or a signed VO, the client may dispute that the change was ordered at all.