📍 When to use this template
- When a verbal instruction needs to be formally recorded, especially if it affects cost, schedule, or quality.
- Issued as and when required by the Engineer's Representative (PMC/Client).
- Initiated by the PMC/Client's site team and must be formally acknowledged by the Contractor's Project Manager or authorized representative.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header & Project Information5 fields
Project Name
_____________
Contract Package No.
_____________
Register Name
_____________
Location / Area
_____________
Month & Year
_____________
2Instruction Identification5 fields
Date of Issue
_____________
Issued By (Name & Designation)
_____________
Issued To (Contractor Name)
_____________
Reference (RFI No., MOM No., Drawing No.)
_____________
3Instruction Details5 fields
Subject of Instruction
_____________
Detailed Description of Instruction
_____________
Location / Gridline / Chainage
_____________
Reason for Instruction
_____________
Attachment Reference (Sketch, Photo, Document)
_____________
4Contractor's Acknowledgement4 fields
Received By (Name & Designation)
_____________
Date of Receipt
_____________
Contractor's Remarks (if any)
_____________
5Implication Assessment (by PMC)5 fields
Cost Implication (Yes / No / TBD)
_____________
Time Implication (Yes / No / TBD)
_____________
Quality Implication (Yes / No)
_____________
Reference to Variation Order / EOT Claim No.
_____________
6Compliance & Closure6 fields
Action Taken by Contractor
_____________
Date of Compliance
_____________
Inspected By (PMC Name & Sign)
_____________
Status (Open / Closed / Superseded)
_____________
Closure Date
_____________
Reference to Inspection Report / NCR Closure
_____________
💡 Sample filled excerpt
SI No: ABC/PKG1/SI/045 | Date: 15-Jul-2023 | Instruction: Provide 150mm thick PCC 1:3:6 levelling course below Tower T-3 raft foundation from Grid F-J/4-7 due to over-excavation. Refer attached survey report. | Implication: Cost & Time Implication: Yes. Contractor to submit rate analysis and time impact within 7 days.
⚖ Compliance notes
- Fulfills the requirement for formal instructions under FIDIC Conditions of Contract (e.g., Sub-clause 3.5 of 2017 edition).
- Serves as primary evidence for contract administration, especially for justifying Variation Orders (VO) or Extension of Time (EOT) claims.
- A key document reviewed during project audits to trace the origin and approval of changes from the original scope.
- Helps in enforcing contract compliance and provides a clear audit trail for dispute resolution or arbitration.