📍 When to use this template
- When a site engineer finds a clash between the structural drawing and the MEP drawing (e.g., a beam clashing with a main duct).
- Immediately upon discovering a conflict that prevents work from proceeding as per approved documents.
- Typically filled by the Site Engineer or Section In-charge, then routed through the Project Manager to the Design Coordinator or Client.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header & Project Information6 fields
Project Name
_____________
Contract Package No.
_____________
Discrepancy Report No. (DR No.)
_____________
Date of Report
_____________
Raised By (Name & Designation)
_____________
Contractor / Agency Name
_____________
2Location & Identification of Discrepancy5 fields
Building / Structure Name
_____________
Floor / Level
_____________
Grid Lines / Chainage
_____________
Specific Area / Room No.
_____________
Activity / Work Package Affected
_____________
3Description of Discrepancy6 fields
Brief Title of Discrepancy
_____________
Detailed Description of the Issue
_____________
Reference Document 1 (Drawing No., Rev, Clause)
_____________
Reference Document 2 (Drawing No., Rev, Clause)
_____________
Reference BOQ Item No. (if applicable)
_____________
Reference Specification Clause (if applicable)
_____________
4Attached Documents & Evidence4 fields
Attached Drawing Markups (Yes/No)
_____________
Attached Site Photographs (Yes/No)
_____________
List of Attachments (e.g., Photo-1, Dwg-Markup-A)
_____________
Related RFI No. (if any)
_____________
5Impact Analysis (Preliminary)5 fields
Potential Impact on Schedule (Delay in days)
_____________
Potential Impact on Cost (Increase/Decrease/None)
_____________
Potential Impact on Quality / Safety
_____________
Work Halted (Yes/No)
_____________
Brief Justification for Impact
_____________
6Proposed Solution (Optional)3 fields
Suggested Solution from Site Team
_____________
Sketch of Proposed Solution (if any)
_____________
Reasoning for Suggestion
_____________
7Response from Design / Client7 fields
Response Received On
_____________
Responded By (Name & Designation)
_____________
Action to be Taken / Resolution
_____________
Revised Drawing No. / Sketch Ref.
_____________
Instruction / Clarification Details
_____________
Cost Implication Approved (Yes/No/NA)
_____________
Time Implication Approved (Yes/No/NA)
_____________
8Closure4 fields
Action Implemented On Site (Date)
_____________
Verified By (PMC Site Head)
_____________
Discrepancy Closed On
_____________
Final Remarks
_____________
💡 Sample filled excerpt
Discrepancy Title: Beam FB-12 Clashing with Main HVAC Duct in First Floor AHU Room.
Description: As per Structural Dwg S-105 Rev 2, beam FB-12 (450x600) runs along Grid C between Grid 5-6. As per HVAC Dwg M-201 Rev 1, a 750x500 supply air duct is shown in the same location, making installation impossible. Site work for rebar tying is on hold.
Ref Doc 1: S-105/R2
Ref Doc 2: M-201/R1
⚖ Compliance notes
- Helps in administering FIDIC Sub-clause 1.9 (Delayed Drawings or Instructions) and 5.2 (Contractor's Documents) by formally documenting ambiguities.
- Provides a clear audit trail for variations and claims, as required under CPWD General Conditions of Contract (Clause 12).
- Essential for ISO 9001 quality management systems to demonstrate control of design and development changes.
- Forms the basis for raising a formal Request for Information (RFI) or a Change Notice if the resolution has cost/time implications.