On-site guide · Australian tradies
Building variation checklist
When a customer asks for extra work, turn the conversation into a clear record of what changes, what it costs and what happens to the schedule. Use this checklist alongside your existing quote and contract.
What is a building variation?
A building variation is a change to the agreed work: an addition, an omission, or a change in materials, location or method. Adding a power point after the quote is accepted is a simple example. Replacing one specified finish with another is another. A variation may increase or reduce the price, and it may affect the completion date.
Start by comparing the request with the original scope. If the work is already included, clarify that before preparing an extra charge. This is a practical record-keeping guide, not a contract form or legal advice; check your contract and applicable requirements for the job.
01 — Before sending for approval
Eight things to put in the record.
- 1. Identify the job. Record the customer, contractor, site address, date and variation reference. Refer to the accepted quote or contract so the extra work can be traced to the right job.
- 2. Explain what prompted the change. Note who requested it and why: a customer preference, a revised drawing or a condition discovered on site. Keep observations separate from assumptions.
- 3. Describe the changed scope. State quantities, locations, materials and the work being added or removed. “Two additional double power points on the east wall of the study” is clearer than “extra electrical work”.
- 4. List exclusions and assumptions. Say what the price does not cover, such as painting or wall repairs. Identify any access or material assumptions that could affect the work.
- 5. Record the price change. Show additions, credits and the net change. State the currency and tax treatment clearly. Distinguish a fixed amount from an estimate; explain any amount that remains to be confirmed.
- 6. Record the time impact. State any extra working time, proposed scheduling change and dependencies. If the impact is not yet known, say so rather than entering zero.
- 7. Attach supporting evidence. Include relevant photos, marked-up plans or specifications. Identify the drawing revision and keep attachments with the scope they explain.
- 8. Capture the decision. Give the customer the complete scope, price and time impact to review. Record who approved or declined, when, and which version they reviewed. Keep the agreed record accessible to both parties.
02 — Worked example
From “add a couple of sockets” to a clear scope.
Illustrative example only. The figures are not a trade price recommendation.
Request and scope
The customer requests two additional white double power points on the study’s east wall, at positions marked on the attached photo. Supply, install and test the two outlets. These are additional to the outlets in the accepted quote.
Exclusions and assumptions
Painting and plaster repairs are excluded. The price assumes accessible cable routes and that the existing circuit is suitable. If inspection shows further work is needed, describe and price that separately for review.
Price change
Additional work: A$400 excluding GST. Credits: A$0. GST: A$40. Total increase: A$440 including GST. This example assumes the contractor is GST-registered.
Time and approval
Allow two additional working hours during the scheduled visit, with no proposed change to the completion date under these assumptions. Attach the marked-up photo and obtain the customer’s decision on this exact scope and amount before scheduling the extra work.
03 — Reuse on your next job
A simple variation outline to copy.
Copy these headings into your job notes, then complete them for the actual change. This outline helps you gather information; it does not replace your contract’s variation process.
- Job, site address and original quote or contract reference
- Variation reference, date and requested by
- Reason for the change
- Added work, omitted work and specifications
- Exclusions and assumptions
- Price increase or credit, tax treatment and total change
- Time impact, proposed dates and dependencies
- Photos, drawings and revision references
- Customer decision, contractor confirmation, names and dates
04 — After the decision
Keep the approval connected to the work.
If the customer approves
Save the agreed scope, attachments and approval together. Use the same variation reference when scheduling and preparing the invoice so the charge is easy to reconcile.
If the customer requests a change
Revise the scope, amount or timing and send the revised version for review. Retain the earlier version so the decision history remains understandable.
If there is no decision
Keep the variation marked as pending and follow up. Do not describe an unanswered request as an approval.
See how this fits your trade: electricians · plumbers · builders and carpenters.
Put the checklist into practice.
ScopeLock records scope, price and time impact, collects signatures and produces a signed PDF evidence pack. Your customer reviews the variation through an approval link.