📍 When to use this template
- When the Engineer/Client instructs a change not covered in the Bill of Quantities (BOQ).
- Whenever a site condition (like unexpected rock or soil strata) requires work that is different from or additional to the contract drawings.
- Initiated by the Contractor's site/planning team for formal approval from the PMC/Client before executing the work.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information6 fields
Project Name
_____________
Contract / Package No.
_____________
Variation Request No.
_____________
Date of Request
_____________
Initiated By (Contractor)
_____________
Submitted To (PMC/Client)
_____________
2Identification of Variation6 fields
Title of Variation
_____________
Location of Work (Grid/Chainage/Floor/Area)
_____________
Reference Drawing No. (Old & New)
_____________
Reference Specification Clause
_____________
Origin of Variation (Client Instruction / Design Change / Site Condition / Value Engineering)
_____________
Reference to Site Instruction / RFI / Correspondence No.
_____________
3Description of Change3 fields
Description of Original Work (as per contract/BOQ)
_____________
Description of Proposed Varied/Additional Work
_____________
Detailed Reason & Justification for Variation
_____________
4Cost Impact Analysis7 fields
Associated BOQ Item No. (if any)
_____________
Rate Analysis Reference No.
_____________
Estimated Quantity
_____________
Unit of Measurement (UoM)
_____________
Proposed Rate (As per BOQ / Derived / Market Rate)
_____________
Estimated Cost Impact (Increase / Decrease in INR)
_____________
Supporting Documents Attached (Quotes, Rate Analysis Sheet, Sketches)
_____________
5Time Impact Analysis5 fields
Estimated Time Impact (in days)
_____________
Effect on Critical Path (Yes/No)
_____________
Revised Milestone Date(s)
_____________
Justification for Time Extension
_____________
Reference to EOT Application (if separate)
_____________
6Approval Section9 fields
Contractor's Representative (Name & Signature)
_____________
PMC Recommendation (Recommended / Not Recommended / Clarification Needed)
_____________
PMC Representative (Name & Signature)
_____________
Client/Engineer's Approval (Approved / Rejected)
_____________
Client Representative (Name & Signature)
_____________
Date of Final Approval
_____________
💡 Sample filled excerpt
Title of Variation: Providing additional RCC foundation due to unexpected soft soil.
Reason / Justification: Encountered soft soil with low SBC in Grid C3-D5, not indicated in soil report. Requires change from isolated footing to combined raft foundation as per revised structural drawing STR-FW-105-R1.
Estimated Cost Impact: Increase of INR 8,75,000/- (Rate analysis RA-012 attached).
Estimated Time Impact: 12 days extension required for additional excavation and reinforcement work.
⚖ Compliance notes
- Fulfills procedural requirements under FIDIC (1999 Red Book) Sub-Clause 13 [Variations and Adjustments].
- Provides necessary documentation for CPWD Works Manual, Chapter 20, which governs deviations and extra/substituted items.
- Creates a formal audit trail justifying deviations from the original contract value, essential for vigilance/internal audit.
- Mandatory prerequisite for claiming payment for non-BOQ items in subsequent RA Bills.