Form library · Construction and handover
Construction variation order template
Record a proposed change to an identified scope, its supporting evidence and the named decision. View every question, try the form or download a blank PDF or Word copy.
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What does this template record?
Record a proposed change to an identified scope, its supporting evidence and the named decision.
Last updated . Facts checked by the SiteSurvey team on 9 October 2026 against Workflow reference 1 and Workflow reference 2.
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Want to see one filled in? See a completed construction variation order report (PDF), made by SiteSurvey from a fictional site visit.
Every question in the construction variation order template
Record a proposed change to an identified scope, its supporting evidence and the named decision. 5 sections and 31 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project or site: the project name
Scope and reference
- Project or site*Short answerFills in from the project name
- Record reference*Short answer
- Record date*Date
- Prepared by*Short answer
- Work area or asset location*Short answer
- Contract reference*Short answer
- Original scope or drawing reference*Short answer
- Change requested by*Short answer
Proposed change
- Type of change*Choose one
- Addition
- Omission
- Alteration
- Combination
- Proposed added, omitted or altered work*Notes
- Reason for change*Notes
- Related RFI or instruction referenceShort answer
- Supporting photosPhotos
- Supporting document references and revisionsShort answer
Proposed impacts
- Is a cost proposal available?*Choose one
- Yes
- Not yet
- No cost change proposed
- Proposed cost itemsRepeat for each entry. Each one asks:Shown when “Is a cost proposal available?” is “Yes”
- Item description*Short answer
- Cost direction*Choose one
- Addition
- Omission
- Proposed amount excluding tax*Number
- Currency*Short answer
- Cost assumptions, exclusions and tax treatmentNotesShown when “Is a cost proposal available?” is “Yes”
- Is a time impact proposed?*Choose one
- Yes
- No
- Not yet known
- Proposed effect or information still required*NotesShown only when the answers above make it relevant
- GuidanceAmounts are entered proposals, not an automatically calculated contract valuation. Record additions and omissions separately.
Recorded decision
- Decision status*Choose one
- Proposed
- Under review
- Accepted
- Rejected
- Further information required
- Decision recorded from*Short answerShown only when the answers above make it relevant
- Decision date*DateShown only when the answers above make it relevant
- Decision evidence, reference and any conditions*NotesShown only when the answers above make it relevant
- Information required and responsible person*NotesShown when “Decision status” is “Further information required”
- GuidanceUse the notice, instruction and authorisation process required by the project contract. Completing this record does not by itself satisfy those requirements.
Next action
- Action to take or no-action explanation*Notes
- Responsible person*Short answer
- Record acknowledged byShort answer
- AcknowledgementSignature
See it filled in
A completed construction variation order report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Construction variation order FAQs
What is included in a variation order template?
Identify the original scope, the proposed additions or omissions, supporting evidence, proposed impacts and the recorded decision.
Are change orders and variations covered by the same form?
Yes. This page covers a construction variation record and the related change-order workflow in one template. Adapt the wording to your project.
How do I record additions and omissions?
Use separate proposed cost entries and select Addition or Omission. Amounts are entered proposals, not an automatically calculated contract valuation.
Does completing this record satisfy my contract notices?
The form is a general record. Use the notice, instruction and authorisation requirements of the applicable project contract.
Related
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Templates that go with the construction variation order form
Job sheet for a reactive or planned job: safety before starting, work done, parts used, tests, outcome and customer sign-off.
Room by room list of the work needed on a property: each item with its location, description, quantity, trade, priority, estimated cost and photos, with totals.
Site visit report: weather, labour, progress against programme, area by area record, tests, queries and instructions.
Raise one construction clarification with controlled drawing references, the question, response and next action.
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