When you need it
Use this request when the contractor identifies a proposed addition, deletion, or revision to contracted work and needs an authorized decision on scope, commercial treatment, and programme consequences.
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AI tools and documents for engineering and project management.
Contractor Variation Request and Proposal
Request a defined change and present its technical, time and cost implications for an authorized decision.
How to use this templateThis Word template contains prepared headings, tables, project fields and completion notes. Add your information, review the completed document and remove the notes before issue.
The form prepares a separate brief; it does not fill the Word or Excel file.
Read product descriptions in your language. The Word and Excel template files are in English.
Only selected pages are shown. This is not the complete template. The full editable Word or Excel file is supplied with purchase.
Learning
How to use this template
What it helps you decide
It makes the difference between original scope and proposed change explicit, allowing the recipient to evaluate quantities, interfaces, price, and timing before the proposal becomes an execution commitment.
How to complete it
- Link Request and related instruction to the actual drawing, correspondence, or request, then distinguish existing obligations from the proposed changed scope.
- Assess quantities, programme, interfaces, quality, and relevant work constraints; reference itemized pricing and programme attachments that support the stated consequences.
- Complete Decision requested and validity with the required instruction, quotation assumptions, and prerequisites, keeping submitted amounts separate from values already agreed.
Who prepares and reviews it
The contractor's commercial lead normally prepares the proposal with design, construction, estimating, and planning input. The project's authorized contract administrator reviews it, with technical and client decisions allocated by the contract.
A mistake to avoid
Describing the requested extra work without identifying the original scope makes it difficult to distinguish a genuine change from an existing obligation.
Illustrative example
Illustrative example: a warehouse client requests additional dock doors after structural detailing. The contractor identifies revised openings, steelwork, and electrical interfaces, attaches pricing and programme evidence, and requests an instruction. The reviewer seeks clarification on omitted lintel supports before deciding the proposal.
Document contents
- Request and related instruction
- Existing scope and proposed change
- Impact assessment
- Pricing and programme attachments
- Decision requested and validity
Required inputs
- Project name, location, company, document number and revision
- Actual project scope, source records and responsible roles
Practical tools.
Professional judgment.
Confirm the adopted edition, local amendments, National Annex where relevant, and contract requirements.
Prepare project brief