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Variation Order (VO) Register

register
PMC-BIL-REG-001·v1.0-beta·⚠ Beta — review before use

This register is a master log to track all changes, additions, or omissions to the original scope of work defined in the contract. It ensures every 'extra item' or change is properly documented, priced, and approved before it is included in the RA Bill.

ReferencesFIDIC Red Book 1999, Sub-Clause 13CPWD Works Manual, Chapter 20 (Deviations)IS 1200 (All Parts)General Conditions of Contract (GCC) for CPWD, Clause 12
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📍 When to use this template
  • When any work is instructed that is not in the original Bill of Quantities (BOQ) or drawings.
  • Continuously updated throughout the project, whenever a new variation is identified or its status changes.
  • Maintained by the Contractor's/PMC's billing engineer and reviewed jointly during monthly progress meetings.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information7 fields
Project Name
_____________
Contract / Package No.
_____________
Register Title
_____________
Document No.
_____________
Last Updated Date
_____________
Prepared By (Name/Company)
_____________
Reviewed By (Name/Company)
_____________
2Variation Identification8 fields
VO Serial No.
_____________
Date Identified
_____________
Variation Description
_____________
Location / Chainage / Grid
_____________
Originator (Client/PMC/Contractor)
_____________
Reference Drawing No.
_____________
Reference RFI No.
_____________
Reference Site Instruction (SI) / Engineer's Instruction (EI) No.
_____________
3Justification & Nature5 fields
Reason for Variation (e.g., Design Change, Site Condition, Client Request, Value Engineering)
_____________
Nature of Variation (Addition / Omission / Substitution)
_____________
Impact on Schedule (Yes/No/Potential)
_____________
If Yes, EOT Claim Ref. No.
_____________
Impact on Other Works/Interfaces
_____________
4Cost Impact & Rate Analysis7 fields
Contractor's Quoted Amount (INR)
_____________
Rate Analysis Reference No.
_____________
Basis of Rate (BOQ Item / Derived from BOQ / Star Rate / Market Rate)
_____________
PMC's Recommended Amount (INR)
_____________
Client's Approved Amount (INR)
_____________
Rate Analysis Status (Submitted/Under Review/Approved/Rejected)
_____________
Cost Impact (Debit/Credit/Nil)
_____________
5Approval Status6 fields
VO Proposal Submission Date
_____________
PMC Recommendation Date
_____________
Client Approval Date
_____________
Approval Status (Pending/Approved/Rejected/On Hold)
_____________
Approved VO No. / Letter Ref.
_____________
Remarks / Reason for Rejection
_____________
6Execution & Billing Status6 fields
Work Execution Status (Not Started/In Progress/Completed)
_____________
Date of Completion
_____________
Included in RA Bill No.
_____________
Billed Quantity
_____________
Billed Amount (INR)
_____________
Cumulative Billed Amount (INR)
_____________
💡 Sample filled excerpt
VO Serial No.: 015
Variation Description: Providing additional 200mm thick RCC retaining wall near Gate-3 due to unforeseen soil conditions.
Approval Status: Approved
Approved Amount: ₹ 4,52,000/-
Included in RA Bill No.: RA-08
⚖ Compliance notes
  • Fulfills requirements under FIDIC (Red Book 1999) Sub-Clause 13 [Variations and Adjustments] for instructing and valuing changes.
  • Essential for substantiating claims and changes as per CPWD General Conditions of Contract (GCC), Clause 12.
  • Provides a clear audit trail for financial reconciliation, budget control, and final bill settlement.
  • Mandatory supporting document for RA Bills that include non-BOQ or varied items.
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