Confirmation of Verbal Instruction (CVI)

Full Description

The CVI meaning in construction is confirmation of verbal instruction: a written record of an instruction that was given verbally on site. This CVI template lets you document conversations and instructions on your project so there is a clear, signed record of what was agreed.

What is a confirmation of verbal instruction (CVI)?

A confirmation of verbal instruction (CVI) is a short form used to put a verbal site instruction in writing. Instructions are often given on the spot during walkthroughs or meetings, to vary the work, postpone the work, or fix workmanship, goods or materials that do not meet the contract specifications. The CVI records who gave the instruction, when, and what was said, so it can be confirmed and followed up formally.

When to use it

• A consultant or owner’s representative gives an instruction during a site walk.
• You are asked to change, add or omit work without a written instruction.
• Work is put on hold or resequenced following a conversation on site.
• You are told to remove or redo work, goods or materials that do not meet the specification.
• Any time a verbal direction could affect cost, time or quality.

What’s included

The template is an editable .xlsx spreadsheet that can be used on any trade or division of work. It is set up to document instructions issued to the contractor, whether to vary the work, postpone it or remedy workmanship, goods or materials, so the conversations you have on site are captured in writing.

How to fill it out

1. Number the CVI and enter the project name and date.
2. Record who gave the instruction, who received it, and the date, time and place it was given.
3. Write the instruction in plain words, as close as possible to what was said.
4. Note the location, drawings or specification sections it relates to.
5. State whether you expect any impact on cost or schedule.
6. Send it to the person who gave the instruction as soon as possible and ask them to confirm.
7. File the confirmed CVI and track it until it is closed or replaced by a formal instruction.

Common mistakes to avoid

• Waiting days to write it up. Send the CVI the same day while details are clear.
• Recording opinions instead of the actual instruction.
• Not asking for confirmation, which leaves the CVI as a one-sided note.
• Starting changed work with cost impact before your contract’s change process is followed.

Related templates and guides

• Site Instruction Form (Site Direction) for formal written instructions.
• Change Order Template when an instruction changes contract price or time.
• Project Meeting Minutes Template to record instructions given in meetings.
• Site Instruction [SI] (glossary)

Frequently asked questions

What does CVI stand for in construction?

CVI stands for confirmation of verbal instruction. It is a written form a contractor or consultant uses to confirm an instruction that was given verbally on site, so the instruction becomes part of the project record. Some teams abbreviate it as COVI.

Why should verbal instructions be confirmed in writing?

Verbal instructions are easy to forget or remember differently. Many contracts also require instructions to be in writing before they can be relied on for extra cost or time. A confirmed CVI gives both sides a dated record of what was asked, which helps avoid disputes later.

What should a contractor do after receiving a verbal instruction?

Write it down straight away, send a CVI to the person who gave it and ask them to confirm. If the instruction affects cost or time, notify them as your contract requires before or while proceeding, and follow it through to a formal site instruction or change order if needed.

Is a CVI the same as a site instruction?

No. A site instruction is a formal written direction usually issued by the consultant. A CVI confirms an instruction that was given verbally. A CVI may later be replaced or backed up by a formal site instruction, especially if the work has cost or time implications.