{"id":1909,"date":"2025-11-24T09:30:27","date_gmt":"2025-11-24T09:30:27","guid":{"rendered":"https:\/\/rspqss.in\/?page_id=1909"},"modified":"2025-11-24T09:32:09","modified_gmt":"2025-11-24T09:32:09","slug":"how-to-prepare-a-variation-order","status":"publish","type":"page","link":"https:\/\/rspqss.in\/index.php\/how-to-prepare-a-variation-order\/","title":{"rendered":"How to Prepare a Variation Order"},"content":{"rendered":"\n
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Preparing a Variation Order (VO) as a Quantity Surveyor<\/h1><\/div>\n\n\n\n

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:<\/p><\/div>\n<\/div><\/div>\n\n\n\n

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1. Understand the Variation<\/strong><\/h2><\/div>\n\n\n\n

Before you begin drafting, ensure you fully understand the nature of the variation:<\/p><\/div>\n\n\n\n

\n
<\/path><\/svg><\/span>Is it an\u00a0addition<\/strong>,\u00a0omission<\/strong>, or\u00a0alteration<\/strong>?<\/span><\/div>\n\n\n\n
<\/path><\/svg><\/span>What prompted the variation? (Design change, client request, unforeseen condition, statutory requirement, etc.)<\/span><\/div>\n\n\n\n
<\/path><\/svg><\/span>Is the variation within the scope of the contract or does it require a formal contract amendment?<\/span><\/div>\n<\/div><\/div>\n<\/div><\/div>\n\n\n\n
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2. Review the Contract<\/strong><\/strong><\/h2><\/div>\n\n\n\n

Check the relevant clauses in the contract regarding variations:<\/p><\/div>\n\n\n\n

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<\/path><\/svg><\/span>Change order procedures<\/strong><\/span><\/div>\n\n\n\n
<\/path><\/svg><\/span>Notification requirements<\/span><\/div>\n\n\n\n
<\/path><\/svg><\/span>Valuation method (e.g., rates in the BOQ, fair valuation, dayworks)<\/span><\/div>\n<\/div><\/div>\n<\/div><\/div>\n\n\n\n
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3. Collect Supporting Information<\/strong><\/strong><\/strong><\/h2><\/div>\n\n\n\n

Gather the necessary documentation:<\/p><\/div>\n\n\n\n

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<\/path><\/svg><\/span>Drawings\/sketches showing the revised works<\/span><\/div>\n\n\n\n
<\/path><\/svg><\/span>Instructions (e.g., Architect’s Instruction or Engineer’s Instruction)<\/span><\/div>\n\n\n\n
<\/path><\/svg><\/span>Method statements, if the work methodology changes<\/span><\/div>\n\n\n\n
<\/path><\/svg><\/span>Site records or daily reports (if relevant)<\/span><\/div>\n\n\n\n
<\/path><\/svg><\/span>Photos, where applicable<\/span><\/div>\n<\/div><\/div>\n<\/div><\/div>\n\n\n\n
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4. Prepare the Variation Order Document<\/strong><\/strong><\/strong><\/h2><\/div>\n\n\n\n

Structure your variation order clearly. Here’s a sample format:<\/p><\/div>\n\n\n\n

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\ud83d\udcdd<\/strong><\/strong><\/strong> Variation Order Format<\/strong><\/strong><\/strong><\/h2><\/div>\n\n\n\n
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Project Name:<\/strong><\/p><\/div>\n\n\n\n

Contract No.:<\/strong><\/strong><\/p><\/div>\n\n\n\n

Main Contractor:<\/strong><\/strong><\/strong><\/p><\/div>\n\n\n\n

Client:<\/strong><\/strong><\/strong><\/p><\/div>\n\n\n\n

Consultant\/Engineer:<\/strong><\/strong><\/strong><\/p><\/div>\n\n\n\n

Variation Order No.:<\/strong><\/strong><\/strong> (e.g., VO-003)<\/p><\/div>\n\n\n\n

Date of Issue:<\/strong><\/strong><\/strong><\/strong><\/p><\/div>\n<\/div>\n\n\n\n

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1. Description of Variation<\/h3><\/div>\n\n\n\n

Provide a detailed explanation of the change:<\/p><\/div>\n\n\n\n

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“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.”<\/em><\/p><\/div>\n<\/div>\n<\/div>\n\n\n\n

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2. Reason for Variation<\/h3><\/div>\n\n\n\n

State the justification:<\/p><\/div>\n\n\n\n

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“Client request to improve site drainage and prevent soil erosion during the rainy season.”<\/em><\/em><\/p><\/div>\n<\/div>\n<\/div>\n\n\n\n

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3. Cost Implication<\/h3><\/div>\n\n\n\n

Summarize the pricing:<\/p><\/div>\n\n\n

\n\t\t\t
\n\t\t\t\t<\/colgroup>\n\n\n\n\n
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Item No.<\/p>\n<\/div><\/th>\n\n

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Description<\/p>\n<\/div><\/th>\n\n

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Qty<\/p>\n<\/div><\/th>\n\n

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Unit<\/p>\n<\/div><\/th>\n\n

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Rate (USD)<\/p>\n<\/div><\/th>\n\n

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Amount (USD)<\/p>\n<\/div><\/th>\n<\/tr>

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1<\/p>\n<\/div><\/td>\n\n

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Concrete (C30\/37) for wall<\/p>\n<\/div><\/td>\n\n

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10<\/p>\n<\/div><\/td>\n\n

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m\u00b3<\/p>\n<\/div><\/td>\n\n

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150<\/p>\n<\/div><\/td>\n\n

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1,500<\/p>\n<\/div><\/td>\n<\/tr>

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2<\/p>\n<\/div><\/td>\n\n

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Steel reinforcement (B500)<\/p>\n<\/div><\/td>\n\n

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1,000<\/p>\n<\/div><\/td>\n\n

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kg<\/p>\n<\/div><\/td>\n\n

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1.2<\/p>\n<\/div><\/td>\n\n

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1,200<\/p>\n<\/div><\/td>\n<\/tr>

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3<\/p>\n<\/div><\/td>\n\n

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Formwork<\/p>\n<\/div><\/td>\n\n

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40<\/p>\n<\/div><\/td>\n\n

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m\u00b2<\/p>\n<\/div><\/td>\n\n

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25<\/p>\n<\/div><\/td>\n\n

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1,000<\/p>\n<\/div><\/td>\n<\/tr>

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<\/p>\n<\/div><\/th>\n\n

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<\/p>\n<\/div><\/th>\n\n

\n

<\/p>\n<\/div><\/th>\n\n

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<\/p>\n<\/div><\/th>\n\n

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Total<\/strong><\/p>\n<\/div><\/th>\n\n

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3,700<\/strong><\/p>\n<\/div><\/th>\n<\/tr><\/tbody><\/table>\n\t\t\t<\/div>\n\t\t<\/div>\n\n\n

Include breakdowns and reference BOQ or use fair valuation if necessary.<\/p><\/div>\n<\/div>\n\n\n\n

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4. Time Implication (if any)<\/h3><\/div>\n\n\n\n
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“The variation will require an additional 5 working days due to formwork and concrete curing time.”<\/em><\/em><\/em><\/p><\/div>\n<\/div>\n\n\n\n

Attach a program impact assessment if needed.<\/p><\/div>\n<\/div>\n\n\n\n

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5. Approval Section<\/h3><\/div>\n\n\n
\n\t\t\t
\n\t\t\t\t<\/colgroup>\n\n\n\n
\n

Name<\/p>\n<\/div><\/th>\n\n

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Designation<\/p>\n<\/div><\/th>\n\n

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Signature<\/p>\n<\/div><\/th>\n\n

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Date<\/p>\n<\/div><\/th>\n <\/tr>

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QS \/ Contractor Representative<\/p>\n<\/div><\/td>\n\n

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<\/p>\n<\/div><\/td>\n\n

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<\/p>\n<\/div><\/td>\n\n

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<\/p>\n<\/div><\/td>\n <\/tr>

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Engineer \/ Consultant<\/p>\n<\/div><\/td>\n\n

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<\/p>\n<\/div><\/td>\n\n

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<\/p>\n<\/div><\/td>\n\n

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<\/p>\n<\/div><\/td>\n <\/tr>

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Client \/ Employer<\/p>\n<\/div><\/td>\n\n

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<\/p>\n<\/div><\/td>\n\n

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<\/p>\n<\/div><\/td>\n\n

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<\/p>\n<\/div><\/td>\n <\/tr><\/tbody><\/table>\n\t\t\t<\/div>\n\t\t<\/div><\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n

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5. Submit and Follow Up<\/strong><\/strong><\/strong><\/h2><\/div>\n\n\n\n
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<\/path><\/svg><\/span>Submit the VO through the proper channel (e.g., email, project management platform, hard copy).<\/span><\/div>\n\n\n\n
<\/path><\/svg><\/span>Track the approval process and record all communication.<\/span><\/div>\n\n\n\n
<\/path><\/svg><\/span>Update the contract sum and project timeline upon approval.<\/span><\/div>\n<\/div><\/div>\n<\/div><\/div>\n\n\n\n
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\u2705 Tips for a Professional VO<\/h2><\/div>\n\n\n\n
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<\/path><\/svg><\/span>Be clear, concise<\/strong>, and fact-based<\/strong><\/span><\/div>\n\n\n\n
<\/path><\/svg><\/span>Reference all documents (drawings, instructions, minutes).<\/span><\/div>\n\n\n\n
<\/path><\/svg><\/span>Ensure costs are justified<\/strong> and in line with the contract<\/strong>.<\/span><\/div>\n\n\n\n
<\/path><\/svg><\/span>Maintain a log of all variations<\/strong> for easy reference and audit.<\/span><\/div>\n<\/div><\/div>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"

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