What goes in a variation claim template?

To: [superintendent or client contact]. From: [your company]. Date: [today]. Contract: [name and number]. Subject: Variation claim [number] under clause [number].

On [date], [person] instructed [the change] by [email, site instruction or drawing revision]. This work is outside the contract scope because [reason]. We claim $[amount] excluding GST and [number] days extension of time.

Attach a cost breakdown. List labour hours and rates, materials, plant and subcontractor quotes, then overhead and margin at the contract rates. Mark each cost as actual or estimated. Add the instruction and the drawings before and after the change.

Give each claim a number and log it in your variation register. Send it within the contract time limit. If no reply comes, follow up in writing.