Site Instruction Template

Full Description

This site instruction template gives project leads and resident engineers a consistent format for issuing formal written instructions to contractors and subcontractors. Use it to record what was instructed, when and by whom, so there is no argument later about what was asked for on site.

What is a site instruction?

A site instruction (SI) is a formal written order given by the project lead, engineer, architect or resident engineer to a contractor or subcontractor about a specific issue on the project. It might clarify a detail, direct how work is to be done, order work to be opened up for inspection, or instruct a correction. Site instructions are numbered and signed, and are often kept in a site instruction book or register so the project has a full record of directions given.

When to use it

• Clarifying a detail or dimension that is unclear on the drawings
• Directing the contractor to correct defective or non-compliant work
• Ordering work to be opened up or tested for inspection
• Confirming in writing an instruction that was first given verbally
• Giving direction on site safety, access, housekeeping or sequence of work

What’s included

The download is a site instruction template in spreadsheet format. It is set up for the project lead or resident engineer to issue a formal written order to a contractor or subcontractor on a specific project issue, and to keep each instruction as a numbered, signed record.

How to fill it out

1. Number the instruction and enter the project name, contract and date.
2. Name the contractor or subcontractor the instruction is addressed to.
3. Describe the instruction clearly: what must be done, where, and by when.
4. Reference the drawings, specification or inspection that led to the instruction.
5. Note whether the instruction is expected to affect cost or time, so it can be followed up.
6. Sign it, get the contractor to acknowledge receipt, and file a copy in your site instruction register.

Tips

• Put every verbal instruction in writing as soon as possible.
• Keep one instruction per form so each item can be tracked and closed.
• Check your contract to see who is authorized to issue instructions.
• If an instruction changes the scope, follow up with a variation or change order.

Related templates and guides

• Confirmation of verbal instruction (CVI)
• Site instruction form (site direction)
• Variation order template – when the instruction changes scope
• Construction administration templates
• Site instruction (glossary)

Frequently asked questions

Who can issue a site instruction?

Usually the person named in the contract as having authority to instruct, such as the architect, engineer, contract administrator, project manager or resident engineer. Contractors also issue site instructions to their own subcontractors. Check the contract before acting on an instruction from anyone else.

Is a site instruction the same as a variation order?

No. A site instruction is a direction about the work. Some instructions are within the existing scope and cost nothing. If an instruction adds, removes or changes work, it may lead to a variation order or change order that adjusts the contract price or time.

What is a site instruction book?

A site instruction book is a numbered, bound book or register kept on site where instructions are written, signed and copied to the contractor. It gives the project a single, dated record of every instruction issued, which helps with progress claims and disputes.

What should a site instruction include?

A unique number, the project and date, who is issuing it and who it is addressed to, a clear description of the instruction, references to drawings or specifications, any expected cost or time effect, and signatures from both the issuer and the recipient.

What should a contractor do after receiving a site instruction?

Acknowledge it in writing, check whether it is within the contract scope, and carry it out as directed. If you think it changes cost or time, give notice as your contract requires before or while doing the work, so the change can be agreed.