Variation Order Template and Guide

Quick Answer: A variation order is a written, signed instruction that adds, omits or changes work from the original contract and re-prices it before the work proceeds. Under the Consumer Rights Act 2015 s.50, any pre-contract statement (including the original quote) is binding — so any change must be re-documented and re-agreed in writing. A compliant variation order has six fields: variation number, date, description, cost impact, time impact, signatures from both parties.

Summary

The variation order is the single most useful document a tradesperson can carry. Every job changes mid-flight — hidden damage, customer additions, design changes, supply substitutions. Without a written variation, the customer can later refuse to pay the extra ("I never agreed to that") and you have no enforceable claim. With a written, signed variation, the original contract is amended and the new work becomes contractually due.

This article is the template itself — exactly what fields it should contain, sample wording for each, how to use it on site (paper, email, app), and the legal framework that makes a casually-signed scrap of paper into a binding contract amendment. For the wider legal framework on variations under JCT contracts and Consumer Rights Act consequences, see variation orders.

A two-minute conversation at the kitchen table, followed by a signed variation order on your phone, is the difference between getting paid for the extra work and arguing about it three months later.

Key Facts

• Six mandatory fields — variation number, date, description, cost impact, time impact, both parties' signatures.
• Sequential numbering — VO-001, VO-002 etc. so all variations on a job are auditable.
• Sign BEFORE the work starts — variations signed retrospectively are weaker evidentially and can be challenged.
• Net cost AND total contract value — show both the variation amount and the updated contract total so the customer sees cumulative cost.
• Time impact — even if no extra days, write "Time impact: nil". Silence on time impact can be argued as no extension.
• Signature methods — wet ink on paper, digital signature via app, photo of customer signing, or email reply ("I agree to VO-003 as described"). Each is binding if the agreement is clear (Electronic Communications Act 2000).
• Customer must initial each page if multi-page (best practice).
• JCT Minor Works Building Contract 2016 — variation procedure is set out in clauses 3.6-3.7; payment in clause 4.5.
• Consumer Rights Act 2015 s.50 — pre-contract statements are binding; written variations document the agreed change.
• Consumer Contracts Regulations 2013 — 14-day cancellation right does NOT apply to variations the consumer specifically requests urgent commencement of (Regulation 36) — get the customer to confirm urgency in writing.
• No verbal variations — protect yourself: refuse to do extra work on a "just do it and we'll sort it later" basis. This is the most common path to non-payment disputes.
• Daywork rates — variations may be priced by daywork (hourly rate + materials + percentage uplift) when scope is too uncertain to price as a lump sum.
• Discovered conditions — for hidden damage discovered during the job, a variation must be raised before remedial work proceeds. Photograph everything.
• Original contract reference — every variation should reference the original quote/contract number so the chain is complete.
• VAT treatment — variations follow the same VAT treatment as the original contract (zero-rated for new builds, 5% for some residential conversions, 20% standard).

Quick Reference Table

Detailed Guidance

The variation order template (full template)

Below is the full template. Copy this into your invoicing tool, quoting software, or print on letterhead.

======================================================
VARIATION ORDER
======================================================

Variation Number:  VO-[XXX]
Date Raised:       [DD/MM/YYYY]
Original Contract: Quote ref [XXXXX] dated [DD/MM/YYYY]
Project Address:   [Full project address]
Customer:          [Customer full name / Company name]
Contractor:        [Your trading name]

------------------------------------------------------
1. DESCRIPTION OF VARIATION
------------------------------------------------------

[Describe the variation in plain English. Be specific:
- What was originally in scope
- What is changing (added / omitted / substituted)
- Specifications, materials, dimensions where relevant
- Reference to drawings or photographs if attached]

Example:
"During strip-out of the existing bathroom on
[date], the soil stack behind the WC was found to
be cast iron with severe internal corrosion. The
original quote (QT-0142) assumed re-use of existing
soil pipe. Replacement is required for compliance
with Building Regulations Approved Document H1.

This variation:
- Removes existing 100mm cast iron soil pipe
  (approx 2.4m run, ground to first floor ceiling)
- Installs new 110mm PVCu soil pipe (BS EN 1329-1)
- Includes all fittings, brackets, and reinstatement
  of opening
- Excludes redecoration of disturbed plasterwork
  (separate cost if required)"

------------------------------------------------------
2. REASON FOR VARIATION
------------------------------------------------------

[ ] Customer-requested addition
[ ] Customer-requested change (substitution / spec change)
[ ] Customer-requested omission
[X] Hidden damage discovered during works
[ ] Statutory / Building Regulations requirement
[ ] Design change instructed by [architect / engineer]
[ ] Supply unavailable — substitute material

Additional notes:
[Free-text reason]

------------------------------------------------------
3. COST IMPACT
------------------------------------------------------

Variation cost (ex VAT):       £[amount]
VAT @ [0% / 5% / 20%]:         £[amount]
Variation cost (inc VAT):      £[amount]

OR daywork rates if scope uncertain:

Labour:    [X] hrs @ £[rate]/hr
Materials: at cost + [X]% uplift
Plant:     at hire cost + [X]% uplift

------------------------------------------------------
4. REVISED CONTRACT TOTAL
------------------------------------------------------

Original contract:             £[amount] ex VAT
Previous variations (VO-001
to VO-[XXX-1]) net:            £[amount]
This variation (VO-[XXX]):     £[amount]
Revised contract total:        £[amount] ex VAT
Revised contract total inc VAT: £[amount]

------------------------------------------------------
5. TIME IMPACT
------------------------------------------------------

Additional working days:       [X] days  (or "Nil")
Original completion date:      [DD/MM/YYYY]
Revised completion date:       [DD/MM/YYYY]

------------------------------------------------------
6. PAYMENT
------------------------------------------------------

[ ] Added to next interim invoice
[ ] Invoiced separately on completion of variation
[ ] Paid as a stage payment of £[amount] on signing
[ ] Other: [describe]

------------------------------------------------------
7. ATTACHMENTS
------------------------------------------------------

[ ] Photographs ([X] images)
[ ] Revised drawings ([reference])
[ ] Supplier quote ([reference])
[ ] Engineer's report ([reference])
[ ] Other:

------------------------------------------------------
8. URGENCY CONFIRMATION (where applicable)
------------------------------------------------------

I confirm that I require the above variation work to
commence immediately and waive my right to a 14-day
cancellation period under the Consumer Contracts
(Information, Cancellation and Additional Charges)
Regulations 2013 in respect of this variation.

Customer signature: ______________  Date: __________

------------------------------------------------------
9. SIGNATURES
------------------------------------------------------

I confirm I have read and agreed to the above
variation. The terms and conditions of the original
contract continue to apply.

Customer:
Signature: ______________________
Printed name: ______________________
Date: ______________________

Contractor:
Signature: ______________________
Printed name: ______________________
Date: ______________________

======================================================

How to use it on site

Paper version: Print 50 copies double-sided in your van. When something changes, fill it in, both parties sign, customer keeps original, you keep the copy. Photograph the signed copy on your phone.

Email/PDF version: Set up the template as an editable PDF or in your quoting tool (e.g. Squote, Tradify, ServiceM8). Email to the customer, they sign electronically and return. This is fully binding under the Electronic Communications Act 2000 if the customer's intent to agree is clear.

App-based: Apps with signature capture (squote.app, JotForm, DocuSign) let the customer sign on your phone screen on site. The signed PDF is automatically saved and emailed. This is the fastest method — under 90 seconds from "I want to change this" to fully-signed VO.

Pricing variations correctly

There are three pricing approaches:

Lump sum: A single fixed price for the variation. Use when scope is clear and stable. Example: "Replace soil pipe — £420 ex VAT". Customer prefers this for certainty.

Daywork (time and materials): Hourly labour rate, plus materials at cost + agreed uplift, plus plant. Use when scope is too uncertain to price lump sum — e.g. excavation of unknown obstructions. Example:

Labour: charged at £55/hour for tradesman, £45/hour for labourer
Materials: cost + 20% handling charge
Plant: hire cost + 15% handling charge
Daily sheets to be signed by customer at end of each working day

Schedule of rates: Pre-agreed rates for specific items (e.g. "extra electrical sockets at £85 each"). Useful when the same type of variation is likely to recur on a job.

Whichever you use, the variation order must state the basis clearly. Mixing methods without naming them is the most common source of payment disputes.

Discovered conditions and hidden damage

When you find hidden damage (rot, asbestos, illegal wiring, structural defects), the discipline is:

1. Stop work on the affected area
2. Photograph everything before any disturbance
3. Call the customer before continuing — never proceed on "I'll just fix it and add it to the invoice"
4. Raise a variation order with description, photographs, and quoted price
5. Wait for sign-off before resuming work
6. Note the date and time the variation was discussed and signed

If the customer refuses to sign and insists you continue, document the refusal in writing (email or text), confirm you cannot proceed without authorisation, and offer your right to suspend work. Continuing without authorisation means you carry the cost.

Asbestos discovery — special case

If you discover suspected asbestos, the Control of Asbestos Regulations 2012 require you to stop work immediately, isolate the area, and not disturb the material until a licensed surveyor has tested it. The variation order should:

• Record the discovery date and time
• State that work is suspended pending HSE-compliant testing
• Confirm the customer's instruction to engage a licensed asbestos contractor (if applicable)
• Re-price the affected work to include licensed removal

Asbestos discovery variations almost always involve a time impact — write the realistic figure, not a hopeful one.

Customer-requested omissions

Variations can reduce the contract value as well as increase it. If the customer descopes work (e.g. "actually, leave the tiling, my brother-in-law will do it"), raise a variation that:

• Describes what is being omitted
• Credits the omitted labour AND materials (less any non-recoverable supplier deposits or restocking charges)
• States any consequential changes (e.g. "warranty void on subsequent tiling work by others")

Customers often forget that omitting your work transfers responsibility — record this clearly so warranty claims don't drift back to you.

Statutory variations (Building Regulations)

Building Regulations compliance is not optional. If the original scope didn't capture a regulatory requirement (e.g. fire-rated downlights in upstairs ceilings, smoke alarms on every floor, electrical isolation for bathroom lighting), the variation MUST proceed and the customer cannot refuse. Word the variation accordingly:

"This variation is required for compliance with Building Regulations Approved Document [X] and is not optional. The original quote did not include this work as it was not identified during pre-contract survey. Refusal to authorise this variation will result in the works being non-compliant, in which case the contractor will be obliged to suspend works."

This wording is firm but accurate. The customer cannot legally instruct you to leave non-compliant work in place.

Linking variations to invoices

Every variation should appear on your subsequent invoice as a separate line item, referencing the VO number:

Original contract (QT-0142):     £8,220.00
Variation VO-001 (extra socket): £   85.00
Variation VO-002 (worktop spec): £  340.00
Variation VO-003 (soil pipe):    £  420.00
                                 ----------
Subtotal:                        £9,065.00
VAT @ 20%:                       £1,813.00
                                 ==========
Total:                           £10,878.00

This makes the audit trail crystal clear if the invoice is later disputed.

Frequently Asked Questions

Can a variation be agreed by text message or WhatsApp?

Yes, if the agreement is clear. The customer replying "yes go ahead" to your description of the variation, sent by text or WhatsApp, can satisfy the Electronic Communications Act 2000 requirements for a valid contract amendment. But it's not best practice — the description is usually too brief to be unambiguous, and the cost/time impact often isn't captured. Always follow up a text agreement with a written VO emailed for confirmation.

What if the customer refuses to sign a variation?

First, ask why. The objection is usually about price, urgency, or "I didn't think this would happen." Walk through your reasoning, show photographs, explain the regulatory or technical requirement. If they still refuse and the work is essential to safely complete the contract, you have grounds to suspend work and serve notice. If the variation is optional (a "nice to have"), simply note their refusal in writing and proceed with the original scope.

Can I claim variations after the job is finished?

Legally yes, but evidentially weak. A signed variation order before the work was done is near-bulletproof. A retrospective claim relies on demonstrating that the work was done, was outside the original scope, and was authorised — usually by witnesses, photographs, or written customer references to the work. Courts will award reasonable value (quantum meruit) for genuine extra work, but the customer can dispute every detail. Discipline beats litigation.

How does this work under a JCT Minor Works contract?

JCT Minor Works Building Contract 2016 clause 3.6 requires the contract administrator (often the customer for small jobs) to issue a written instruction. Clause 3.7 sets out valuation methods. The variation order described here satisfies both — the signed VO is the written instruction and contains the valuation. For larger JCT contracts (Intermediate, Standard), the procedures are more formal but the principles are the same.

Do I need to give a 14-day cooling-off period for each variation?

Under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, off-premises and distance contracts give the consumer a 14-day cancellation right. For variations agreed on site (off-premises), this technically applies. However, Regulation 36 allows the consumer to expressly request immediate commencement and waive the right — capture this in the urgency confirmation field. For variations agreed by email/distance, the same waiver applies but must be explicit and informed. The original contract's cancellation right has typically lapsed by the time variations arise, but each variation can technically restart a fresh right. The waiver protects you.

Regulations & Standards

• Consumer Rights Act 2015 (s.50) — pre-contract statements (including the original quote) are binding on the trader; variations must be re-agreed in writing to update those binding terms.

• Consumer Rights Act 2015 (s.49) — services must be performed with reasonable care and skill; this applies to varied work too.

• Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 — 14-day cancellation right for off-premises and distance contracts; Regulation 36 allows waiver for urgent commencement.

• Electronic Communications Act 2000 — electronic signatures (including email "I agree" replies and tablet/phone signature capture) are legally binding.

• JCT Minor Works Building Contract 2016 — clauses 3.6-3.7 cover instructions and variations; clause 4.5 covers valuation and payment.

• Housing Grants, Construction and Regeneration Act 1996 (Construction Act) — applies to construction contracts; payment and adjudication provisions cover varied work as much as original work.

• Control of Asbestos Regulations 2012 — mandatory suspension and licensed removal procedure if asbestos is discovered.

• Building Act 1984 and the Building Regulations 2010 — Approved Documents A-S; statutory variations to bring work into compliance.

• Limitation Act 1980 (s.5) — 6-year limitation period to enforce variation payment from due date.

• Consumer Rights Act 2015 (legislation.gov.uk) — s.49 and s.50

• Consumer Contracts Regulations 2013 — cancellation rights and Regulation 36 waiver

• JCT Contracts — Minor Works Building Contract and amendments

• HSE: Control of Asbestos Regulations 2012 — variation procedure on asbestos discovery

• GOV.UK: Approved Documents (Building Regulations) — statutory variations

• variation orders — Legal framework on variations, JCT contracts, and adjudication

• scope creep — Managing scope creep upstream of formal variations

• price increase — Communicating price increases for hidden damage

• written contract guide — The base contract that variations amend