What Is a Variation Order Form? (And Why Every Contractor Needs One)

In construction, change is inevitable — but confusion doesn’t have to be.
A Variation Order Form is the official record used when the scope, cost, or timing of a job changes after work has begun. It keeps both the main contractor and subcontractors aligned on what’s changing, why, and how it affects payment.

Without proper variation paperwork, even a small adjustment — like extra labour hours or additional materials — can lead to disputes and lost profit.

Why a Variation Order Form Matters

A Variation Order (sometimes called a “Change Order”) ensures transparency across the entire project. It helps you:

  • Confirm written approval before starting additional work
  • Protect against payment disputes
  • Keep accurate job-cost records for invoicing and audits
  • Maintain compliance with contract terms and client expectations

In short: it’s your paper trail for every project change.

When to Issue a Variation Order

You should issue or request a Variation Order whenever there’s a change to:

  • The agreed-upon scope of works
  • The type or quantity of materials used
  • Labour requirements or subcontractor rates
  • Project timing or sequencing

For example

  • A client asks for an additional wall to be built, or a supplier increases material costs mid-project.
  • A signed Variation Order confirms the change, preventing confusion later.

Contractor vs Subcontractor Variation Forms

At Docuqo, we’ve created two matching UK-formatted templates to cover both sides of this process:

  • Contractor Instruction Record (Docuqo 0085) – used by main contractors to issue and authorise scope changes.
  • Subcontractor Submission Record (Docuqo 0086) – used by subcontractors or suppliers to record and submit variation requests for approval.

Each form is an editable A4 fillable PDF, ready to type on-screen or print and hand-fill.

The Benefits of Using a Professional Template

  • Clear layout and compliant structure
  • Digital fillable fields for quick completion
  • Consistent documentation across projects
  • Instant download — ready to use today

Whether you’re a contractor managing multiple jobs or a subcontractor submitting changes, a well-designed form keeps your workflow professional and traceable.

Protect Your Margins — Get Both Forms Together

Get both professional UK-style templates in one Variation Order Pack, covering both contractor and subcontractor sides of the workflow.

👉 Download the Variation of Order Form for Contractor
👉 Download the Variation of Works Form for Subcontractor

Final Thoughts

Variations are part of every project — disputes don’t have to be.

By recording every change with a signed Variation Order, you safeguard your time, costs, and client relationships.

Start today with Docuqo’s professional templates and keep your business paperwork as clear as your craftsmanship.

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