What is a Variation Request?
A variation request is a formal document submitted by a contractor, subcontractor, or even the client, asking for changes to be made to the originally agreed-upon terms of the contract. These changes might involve the work itself, such as adding new tasks or modifying existing ones. Essentially, a request for variation is a way to address any differences between what was planned and what’s actually needed.
Variation requests are usually prompted by:
- Design changes: New specifications or alterations to the original design.
- Unforeseen circumstances: Unexpected issues that need to be resolved during the project.
- Client instructions: The client might request changes after work has started.
For a deeper dive into variations in construction, check out this Variation in Construction guide.
How Does a Request for Variation Work?
When a request for variation is made, it typically goes through a few key steps:
- Submission: The contractor or client submits the variation request, outlining the change needed.
- Approval: The request is reviewed by the other party, and if acceptable, the change is approved.
- Cost Assessment: Once the variation is agreed upon, the contractor sends a variation price request to cover any additional costs or savings from the change.
- Documentation: All variations and agreed costs should be properly documented to avoid disputes later on.
If you're unsure how to draft a variation request, you can use a Variation Request Template to get started. This template will guide you through the necessary details, ensuring your request is clear and comprehensive.
Variation Request vs Variation Price Request
Often, you’ll come across the terms variation request and variation price request. While both relate to changes in the project, there’s an important distinction.
- Variation request: This simply asks for a change in the scope of the work. It’s the first step to formalize the alteration to the original agreement.
- Variation price request: After the variation is requested and agreed upon, the contractor submits a variation price request. This specifies the new cost of the work, detailing the financial implications of the variation.
Variation Request vs Variation Claim
While the terms variation request and variation claim are often used interchangeably in the construction industry, they actually refer to two distinct processes, typically used in different circumstances.
| Aspect |
Variation Request |
Variation Claim |
| Approach |
Proactive, seeks to investigate potential changes |
Reactive, seeks compensation or recovery |
| Initiated by |
Either the contractor or client |
Usually initiated by the contractor |
| Purpose |
Assess impacts of proposed changes |
Recover costs or time due to project disruptions |
| Timing |
Before changes occur |
After changes have already impacted the project |
Variation Request: A Proactive Approach
A variation request is generally a proactive step taken by one of the parties involved, whether it’s the contractor or client, to investigate a potential change in the original contract conditions. It’s submitted as a notice to the other party to assess and evaluate the possible impacts of the proposed change.
The key point here is that a variation request suggests an open dialogue between both parties. It’s focused on identifying the effects that the change could have on the project’s timeline, budget, and scope. It is less about demanding compensation and more about collaborative decision-making and transparency.
For instance, if a client decides they want to modify the design mid-project, they would initiate a variation request to explore how these changes could affect costs and timelines.
Variation Claim: A Reactive Approach
In contrast, a variation claim is usually a reactive measure. It typically occurs when one party, most often the contractor, submits a notice to request compensation due to changes outside their control. This might involve time extensions or additional costs because of factors such as delays caused by the client or unexpected site conditions.
For example, if a contractor experiences delays in receiving the necessary drawings from the client, causing a disruption in the work schedule, the contractor may submit a variation claim to recover additional costs or request an extension of time to complete the work.
Tips for Managing Variation Requests
Here are some practical ways to handle variation requests smoothly:
- Act quickly: As soon as a change is proposed, document it promptly. Delaying can lead to confusion and more complicated adjustments down the road.
- Communicate clearly: Clearly outline what’s changing, how it affects the timeline, and what additional costs might be involved.
- Get approvals in writing: Always have variations officially approved by all involved parties. A simple verbal agreement might seem easier, but it won't protect you if there's a misunderstanding later.
- Maintain a variation register: Keep track of all variation requests in one place. This simple practice makes it easy to track decisions, manage budgets, and avoid confusion.
💡Pro Tip: Stay on top of project variations without the hassle. Mastt’s Variation Register keeps all your changes clear, organized, and easy to track.
