On site
Record useful variation evidence on site
A field checklist for instructions, photos, notes, quantities, files, locations and signatures that the office can actually use.
What this guide covers
Good evidence is not about taking dozens of photos. It is about giving the office enough context to understand what changed, why the extra work was needed and how the quantity or value was reached.
Record the instruction before the work disappears
Write down the request while the conversation is still fresh. Avoid labels such as ‘extras’ or ‘additional works’ without explaining what was actually requested.
- Correct project and site location
- Name and role of the person giving the instruction
- Reason for the change
- Clear description of the additional scope
- Any urgency, access issue or programme effect mentioned on site
Take photos that explain the job
A useful photo should help a reviewer place the work in context. Include the surrounding area as well as the detail you are trying to show.
Before
Show the original condition, obstruction, damage, drawing conflict or area before extra work begins.
During
Capture hidden conditions, measured quantities or work that will be covered up later.
After
Show the completed result and enough surrounding detail to identify where it was carried out.
Do not photograph confidential information, people or private areas unless it is necessary and permitted for the job record.
Make quantities checkable
The office should be able to follow how the quantity was reached. Choose the right unit and add a short note when a number would otherwise be hard to understand.
- Use rate-card lines where they match the work.
- Enter the measured quantity rather than a final lump sum when possible.
- Use custom lines only when the standard catalogue does not fit.
- Add labour, material, plant or subcontract information when it helps the office check the price.
Collect the right acknowledgement
A signature is more useful when the signer, role, time and exact variation are clear. It should reflect what the person is actually acknowledging.
- Check the signer’s name and role before handing over the device.
- Use remote review when the authorised person is not physically present.
- Do not describe an acknowledgement as full contractual approval unless your process supports that meaning.
- Keep any supporting email or instruction with the variation.
Review the summary before submitting
Use the final review screen to catch simple errors while you are still on site. Check the project, description, evidence, items, approval route and recipient details.
- Remove duplicate or unclear photos.
- Correct spelling that changes the meaning of the instruction.
- Confirm the recipient address or phone number for remote review.
- Wait for sync confirmation when the record was captured offline.
Before you finish
Final check
Continue reading
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Give your field team one checklist instead of more paperwork
VariationDesk guides the user through the record and keeps the evidence attached to the right project and variation.
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