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Put a variation in writing before you do the extra work
"While you're here, can you..." is how jobs go over budget and friendships end. A quick written variation, agreed before work starts, avoids that.
Time: 3 minutesTool cost: you can start with a free AI tool
Steps
- When the client asks for a change or you find something unexpected, note what, why, cost and time impact.
- Paste it with the prompt below.
- Send it and wait for a written "yes" before doing the work.
- Keep all variations in one list for the final account.
The exact prompt
Write a short variation notice from a [UK] builder to a client. Under 100 words. Variation number: [V3]. What's changing: [e.g. move the radiator to the other wall at client's request] or [unforeseen: rotten joist found under bathroom floor]. Cost: [£000 inc/ex VAT]. Effect on finish date: [e.g. +1 day / none]. Ask them to reply "Yes, go ahead with V3" to approve. Neutral, factual, no pressure.
✓ Check before you send
- The cost and time are realistic.
- You have a written approval before starting.
- Unforeseen issues come with a photo.
UK notes extra
- Keep clear written records of changes agreed. It helps if a dispute ever goes to a court claim. GOV.UK: make a court claim for money.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑