Builder: Example Head Contractor Pty Ltd · 123 Example Street, Sample City
This is a fully synthetic example — all names, projects and references are fictional. It walks through one builder instruction end to end: the email, the assessment, the draft notice, the evidence checklist and the register item. Watch for the highlighted callouts explaining what is happening and why.
Level 2 amenities ceiling — revised bulkhead layout
From Example Project Engineer · received 2026-03-10
Please proceed with the revised Level 2 amenities ceiling bulkhead layout shown on sketch SK-104. This differs from the tender drawing A-202. We need this completed by Friday.
References: SK-104; tender drawing A-202
This looks like a likely variation — the builder appears to be directing work that differs from your original scope — for example, it mentions revised documentation.
What to do next: Issue a variation notice
Detected references
This looks like a likely variation — the builder appears to be directing work that differs from your original scope — for example, it mentions revised documentation.
It pairs a direction to proceed with a change from the contract documents — the two signals that, together, point to a variation.
Issue a variation notice
Send the draft notice below (after a quick review) so the builder confirms the position in writing, before doing the revised work. Keep it neutral — you are asking for confirmation and reserving your rights, not making demands.
Review before sending. This is a draft variation notice, not legal advice. Check the wording, assumptions and information-needed notes, then send it yourself — VariationGuard never sends anything for you.
To: Project Engineer, Example Head Contractor Pty Ltd Project: Example Commercial Fit-out, 123 Example Street, Sample City Subcontract: Ceilings & Partitions Subcontract Method of notice: Email Re: Notice of potential variation — Example Commercial Fit-out We refer to your instruction "Level 2 amenities ceiling — revised bulkhead layout", received 2026-03-10, from Example Project Engineer pe@example-headcontractor.test. Referenced documents: SK-104, A-202. In accordance with the variation provisions of the subcontract, we provide this notice of a potential variation. In our assessment the instruction may constitute a variation to our subcontract scope. Scope particulars noted: • Please proceed with the revised Level 2 amenities ceiling bulkhead layout shown on sketch SK-104. • This differs from the tender drawing A-202. On the information currently available: • Mentions revised documentation • Notes the work differs from contract documents • Directs the subcontractor to proceed with work • States the work is needed Please confirm whether this instruction is to be treated as a variation under the subcontract. We reserve our rights under the subcontract in respect of cost and time. We will provide costing once the scope and quantity are confirmed. The configured notice period for this subcontract is 10 business days; please review this notice against the subcontract. This notice is issued without waiver of our rights under the subcontract, and is given subject to the subcontract. This draft has been prepared using the variation notice requirements configured for this project. Regards, Sample Contact, Example Subcontractor Pty Ltd
Subject: Potential variation — Example Commercial Fit-out — re: Level 2 amenities ceiling — revised bulkhead layout Hi Project Engineer, We refer to your instruction regarding SK-104, A-202 "Level 2 amenities ceiling — revised bulkhead layout", received 2026-03-10, from Example Project Engineer pe@example-headcontractor.test. Based on the information provided, this instruction may constitute a variation to our subcontract scope. Please confirm whether this instruction is to be treated as a variation. We reserve our rights under the subcontract and will provide costing once scope and quantity are confirmed. Our formal notice of potential variation is set out below / attached for your records. Kind regards, Sample Contact, Example Subcontractor Pty Ltd
This draft is commercial administration assistance, not legal advice. Whether the instruction constitutes a variation, and any entitlement, depends on the subcontract terms and the project facts. Review and adapt this draft before sending, and seek legal advice for disputes, adjudication or security-of-payment matters. VariationGuard does not guarantee payment, approval, adjudication success or entitlement, and does not send anything on your behalf.
Copy of the builder instruction / email (with date and sender)
The contract / tender drawing the work is being compared against
The revised drawing, sketch or specification driving the change
A short description of how the work differs from the original scope
Record of who gave the direction and how (email, site instruction, verbal)
Photos and/or site records relevant to the work
Labour, plant and material records once work proceeds
Level 2 amenities ceiling — revised bulkhead layout
Mentions revised documentation. Please proceed with the revised Level 2 amenities ceiling bulkhead layout shown on sketch SK-104. This differs from the tender drawing A-202. We need this compl
Added to the live register so it can be tracked through to resolution — not lost until final account.
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