Preparing a Variation Order (VO) as a Quantity Surveyor
Preparing a Variation Order (VO) as a Quantity Surveyor (QS) involves clearly documenting and justifying any changes to the original scope of work in a construction contract. These changes may affect the contract price, schedule, or both. Below is a structured guide on how to prepare a variation order for a client:
1. Understand the Variation
Before you begin drafting, ensure you fully understand the nature of the variation:
2. Review the Contract
Check the relevant clauses in the contract regarding variations:
3. Collect Supporting Information
Gather the necessary documentation:
4. Prepare the Variation Order Document
Structure your variation order clearly. Here’s a sample format:
📝 Variation Order Format
Project Name:
Contract No.:
Main Contractor:
Client:
Consultant/Engineer:
Variation Order No.: (e.g., VO-003)
Date of Issue:
1. Description of Variation
Provide a detailed explanation of the change:
“Addition of a reinforced concrete retaining wall (2m height x 20m length) at the northern boundary as per Drawing No. X123-REV02 issued by the Engineer on 5 Oct 2025.”
2. Reason for Variation
State the justification:
“Client request to improve site drainage and prevent soil erosion during the rainy season.”
3. Cost Implication
Summarize the pricing:
Item No. |
Description |
Qty |
Unit |
Rate (USD) |
Amount (USD) |
|---|---|---|---|---|---|
1 |
Concrete (C30/37) for wall |
10 |
m³ |
150 |
1,500 |
2 |
Steel reinforcement (B500) |
1,000 |
kg |
1.2 |
1,200 |
3 |
Formwork |
40 |
m² |
25 |
1,000 |
Total |
3,700 |
Include breakdowns and reference BOQ or use fair valuation if necessary.
4. Time Implication (if any)
“The variation will require an additional 5 working days due to formwork and concrete curing time.”
Attach a program impact assessment if needed.
5. Approval Section
Name |
Designation |
Signature |
Date |
|---|---|---|---|
QS / Contractor Representative |
|||
Engineer / Consultant |
|||
Client / Employer |