Variation letter
Variation Letter for Construction Contract Changes
A practical guide to notifying changed scope, requesting instruction, and preserving time and cost entitlements for variations.
Last reviewed:Contract Copilot editorial team
Short answer
A variation letter should identify the changed work or instruction, explain why it is outside the original scope, request formal confirmation where needed, and reserve entitlement to time and price adjustment.
When to use it
- The employer, engineer, or site team requests work not clearly included in the original scope.
- The contractor receives a drawing, instruction, or site direction that changes quantity, method, quality, sequence, or timing.
- The contractor needs written confirmation before proceeding or continuing under protest.
What to include
- The instruction, drawing, meeting record, or event giving rise to the change.
- Why the matter constitutes a variation or potential variation.
- A request for instruction, valuation, time impact assessment, or confirmation of entitlement.
Common mistakes
- Performing changed work without recording reservation of rights.
- Describing extra work as voluntary assistance.
- Mixing commercial negotiation language with formal notice language.
Sample opening wording
The Contractor refers to the instruction described below and considers that it constitutes, or may constitute, a Variation under the Contract. The Contractor reserves all rights to adjustment of the Contract Price, Time for Completion, and any associated relief arising from this matter.
Educational sample only. Contract Copilot is not a law firm and does not provide legal advice; users should review every letter against the contract and governing law.
Related contract terms
VariationChange orderContract price
Draft the letter in Contract Copilot
Generate a tailored EPC contract letter, then refine wording, compare changes, and export Word or PDF.