In the heat of a fast-paced project, it’s easy for variations to be agreed on the run—whether onsite, over the phone, or in a quick meeting. Builders often press ahead in good faith, trusting the client’s word. But when the time comes to claim payment, that trust can backfire. Without the right paperwork, your variation could be denied outright—leaving you out of pocket for work you’ve already done.
Most construction contracts are crystal clear: only written directions from the superintendent or principal carry legal weight. If you rely on a handshake, a casual “go ahead,” or a promise to “sort it out later,” you may have no contractual entitlement—even if the client benefited from the work.
How it plays out in real life:
- A client rep says: “Just install it now, we’ll fix up the paperwork later.” Months later, your variation claim is rejected.
- Scope changes verbally onsite. You proceed, but nothing is documented. At payment claim time, the client disputes the extra cost.
- You price and invoice a verbal variation—only to have it knocked back at final account stage.
Protect yourself with simple steps:
- Never start variation work without written direction. Push back firmly but professionally.
- Confirm verbal instructions in writing. A quick email that sets out what was agreed can make all the difference.
- Keep a clear paper trail. Record dates, names, scope changes, and agreed costs as they happen.
- Train your site team. Everyone should understand the contract rules and know when to insist on documentation.
At the end of the day: variations agreed by silence or trust are a direct path to lost revenue. Good relationships matter, but written directions protect your business.