Free interactive construction tool
Variation Order Template
Build a variation order that records the change, the instruction behind it, the cost build-up, time impact, and sign-off by contractor, consultant, and client.
- VO number, date, and contract reference
- Instruction reference
- Description of change and reason
- Affected drawings, specs, and areas
- Cost build-up by category
- Basis of valuation
PleoStack Construction · Free template
Variation Order Template
Variation details
Identify the variation, the contract it varies, and the instruction that authorizes it.
Description and reason
Say precisely what changes from the contract documents, and why.
Cost
Set out the cost build-up and the basis used to value it.
Time
Record the days claimed and which programme activities are affected.
Agreement
Record status and sign-off by everyone whose agreement the variation needs.
Use the variation order as the commercial record of an approved change
A variation request or quotation proposes a change and prices it; a variation order is the record that the change has actually been instructed or agreed, carrying a reference back to the site instruction, architect's or engineer's instruction, or RFI response that triggered it. Keep the two apart — pricing a change is not the same as authorizing it.
Valuation method and entitlement to an extension of time are set by the contract, not by this template — check the applicable clause (contract rates, star rates, daywork, or a schedule of rates) before totaling the cost build-up. The free builder does not upload or retain your entries. Download or print the record and route it for signature under your project's change-control process before you close the tab.
Questions
What is the difference between a variation request and a variation order?
A variation request (or quotation) proposes a change and its likely price before anyone commits to it. A variation order is the record that the change has been instructed or agreed — it references the site instruction or architect's/engineer's instruction it follows, and carries the final cost and time impact and sign-off.
Is a variation order the same as a change order?
Yes, in substance. "Variation order" is the term used on most Commonwealth and Gulf contracts, including JCT and FIDIC forms; "change order" is the equivalent U.S. term for the same document — an instructed or agreed change to contract scope, cost, and time. NEC contracts handle change differently, through compensation events.
Does this template decide valuation or my entitlement to an extension of time?
No. Valuation (contract rates, star rates, daywork, or a schedule of rates) and entitlement to time are governed by your contract's variation clause. This template organizes the record; it does not replace the contractual notices your contract requires or legal advice on entitlement.
Are my entries saved anywhere?
No. Everything you type stays in this browser tab only — nothing is uploaded or saved. Refreshing the tab loses your entries, so print or export before you close it.