Guide
How to Record Extra Work
The best record is the one made on site. This is a short routine you can hand to a supervisor or foreman.
On site, straight away
Before anyone starts the work:
- Photograph the area as it currently stands
- Write down what has been asked for in one or two plain sentences
- Record who asked, their company and the time
- Note the exact location on site
Same day, back in the office
Price the instruction into a variation with labour, materials, plant, subcontractors, markup and VAT, and send it for approval. Speed matters — approval is much easier to obtain before the work is done.
On completion
Photograph the finished work from the same angle as the before photo and add a short completion note. That pairing is the strongest evidence you can hold.