Variation Order (VAO) Register

Full Description

A variation order records a change to the work under a construction contract, and this variation order register keeps every one of them in a single file. Use it to log each variation, track its status and value, and keep the detailed variation orders together with the register.

What is a variation order?

A variation order (VO) is a written instruction that changes the work in a construction contract. It can add, omit or alter work, or change the quality, quantity or sequence of work. The variation order describes the change and, once agreed, adjusts the contract sum and, where relevant, the completion date. In North America the same document is usually called a change order.

When to use it

• Recording extra work requested by the client or consultant.
• Tracking variations from request through pricing, approval and payment.
• Reporting the total value of approved and pending variations to the client.
• Preparing the final account at the end of the contract.
• Supporting claims or disputes with a complete record of changes.

What’s included

The template is a spreadsheet for contract administration. All extra works are stored in one file:

• The first sheet is the variation order register.
• The following sheets are the individual variation orders, one for each extra work requested.

How to fill it out

1. Enter the project name, contract number, client and contractor.
2. When a change is requested, add a new line to the register with the next variation number and date.
3. Note where the change came from, such as a site instruction, RFI answer or client request.
4. Fill out the variation order sheet for that change: description, reason, affected drawings and the cost and time impact.
5. Update the register status as the variation moves from submitted to approved, rejected or withdrawn.
6. Record the approved value and any extension of time in the register.
7. Review the register at each progress meeting and include approved variations in your payment claims.

Tips

• Never reuse a variation number, even if a variation is withdrawn.
• Get written instruction before starting varied work wherever the contract allows.
• Keep pending and approved totals separate so cost reports stay accurate.

Related templates and guides

• Variation Order – Template
• Request Letter for Variation Order
• Validation Letter for Variation Orders
• Change Order Log Template
• Glossary: Change Order (CO)

Frequently asked questions

What is a variation register?

A variation register is a log of every variation on a project. Each line records the variation number, date, description, origin, submitted value, approved value, time impact and status. It gives the project team and client a single view of all changes and their total effect on the contract sum.

Is a variation order the same as a change order?

Yes, they serve the same purpose. ‘Variation order’ is common in the UK, Australia, the Middle East and parts of Asia, while ‘change order’ is used in North America. Both are written instructions that change the contracted work and adjust price or time when agreed.

What is considered a variation in a construction contract?

A variation is usually any change to the work described in the contract, such as adding or omitting work, changing materials, quality or quantities, or changing the sequence or timing of work. The contract’s variation clause defines exactly what counts and how variations must be instructed and valued.

Can a contractor refuse a variation?

It depends on the contract. Most standard forms require the contractor to carry out properly instructed variations within the general scope of the works, but there are usually limits, for example on changes that are outside the original scope. Check the variation clause and take advice before refusing.

What should a variation order include?

A variation order should include a unique number, date, project and contract details, a clear description of the change, the reason and source, references to drawings or instructions, the agreed or proposed cost, any change to the completion date, and signatures from the authorized parties.