VariationDesk guide
Site variation evidence checklist
A checklist for subcontractors collecting photos, signatures, timestamps and notes to support construction variation review.
Evidence to capture on site
The goal is to make the variation understandable to someone who was not standing beside the technician when the work was agreed.
- Project and client reference.
- Reason for the variation or instruction.
- Photos showing the relevant area or issue.
- Notes explaining the work completed or required.
Commercial details to include
Office users need enough detail to review value without chasing the site team for every missing number.
- Line items, units, quantities and rates.
- Any labour, material, plant or subcontract notes.
- VAT treatment where applicable.
- Status: draft, awaiting sign-off, approved or ready to invoice.
Approval details to keep
A signature is more useful when it is supported by name, role, timestamp and the record being approved.
- Approver name and job role.
- Drawn signature or printed-name approval where appropriate.
- Remote sign-off audit details when the manager is not present.
- PDF evidence pack for the variation file.
Want this workflow inside your team?
VariationDesk turns these practices into a practical site-to-office workflow for capture, sign-off, review and billing preparation.
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