Variation Orders for Fit-Out and MEP Contractors

A client's site manager asks for a socket moved, a ceiling dropped or an extra unit added. The foreman agrees because holding up the job is worse. The work gets done. Weeks later, at final account, there is no written instruction, no agreed price and a client who remembers it differently.

The single most useful habit is recording every change on the day it is asked for. A short record is enough: what was asked, who asked, when, where on site and a photo. Give each one a number so it can be tracked through to payment.

This should be easy enough for a foreman to do from site in two minutes. If it needs a computer in the office, it will not happen.

Once captured, the variation needs a price and a written approval before the work goes ahead wherever the contract allows. Price it from the same rates as your original quote, so it is easy for the client to check and hard to argue with.

Where urgent work has to start before approval, record that it was instructed, by whom, and that the price will follow. Your contract terms decide what notice you need to give, so check them and keep to them.

Keep one register per project showing each variation and its status: raised, priced, submitted, approved, done, invoiced, paid. Review it in every site meeting. Anything stuck at "submitted" for weeks is money at risk.

Link approved variations to the job budget, so your job costing shows the extra income alongside the extra cost.

The worst time to agree variations is at final account, when the client wants to close out and your leverage is lowest. Include approved variations in your monthly payment applications and keep the register agreed with the client month by month.