Free job variation template: record scope, cost and timing

A change request can affect the price, programme and materials even when it sounds small. Use this record to explain the proposed change and capture the decision before treating it as agreed work.

Start with the original agreement

Record the job reference and accepted quote revision. Describe what was originally included, then describe the requested change. Identify who requested it and when. Distinguish additional work from omitted or substituted work; otherwise the revised price can accidentally include both the original and replacement items.

Show the net price change

For example, replacing an item priced at £120 with one priced at £200 gives an £80 increase. If the change also requires two additional labour hours at £45 per hour, the total increase is £170 before any applicable tax. Record both the deductions and additions. Check tax treatment and whether procurement or cancellation charges apply before issuing the variation.

Record the effect on completion

Check material lead times, the availability of people and any approvals needed. If you cannot yet confirm the timing effect, say what information is outstanding and when you expect to resolve it. Do not record “no impact” simply because the customer has asked to keep the original date.

Make the approval status visible

Use clear statuses: proposed, awaiting decision, approved, declined or superseded. Record the approved version, the person authorising it, the date and where the confirmation is stored. Follow the change-control requirements in the actual contract; this form does not override them.

Carry approved changes into the job record

Once approved, update the job’s scope and relevant instructions, and notify the people affected through your normal process. Link the variation reference to the invoice record so the customer can trace the adjustment. Retain earlier revisions to preserve the decision history.

Copy or download the variation record

JOB VARIATION RECORD
Job reference:
Customer / site:
Original quote reference and revision:
Variation reference and revision:
Requested by / date:
Status: Proposed / Awaiting decision / Approved / Declined / Superseded

ORIGINAL SCOPE

PROPOSED CHANGE

REASON FOR CHANGE

PRICE ADJUSTMENT
Items omitted / deductions: £
Items added: £
Additional labour / other agreed costs: £
Net adjustment before applicable tax: £
Tax treatment / adjustment: 
Total adjustment: £
Revised job total: £

TIMING AND DEPENDENCIES

DECISION RECORD
Version approved:
Authorised by:
Date and confirmation method:
Evidence location:

IMPLEMENTATION
Instructions updated by / date:
People to notify:
Invoice reference:

Download this example

Save the text file, or select the example above and copy it into your own document. Replace all placeholders before using it.

Use this as an administrative record alongside the actual contract and agreed approval process. It does not establish that a change is authorised or that additional payment is due.

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