Quick answer: Check the contract’s authority and emergency-work clauses first. Record the instruction, author, scope, date and reservation of rights. An informal request may not meet the contract’s requirements.
Find the contract clause before pricing the change
Locate the definition of variation, who may instruct one, the required form, valuation hierarchy, notice period, supporting particulars, time-extension process and dispute route. Check the signed contract and incorporated schedules, not just a tender clarification or site conversation.
Confirm the instruction and authority
Record who issued the change, their authority, date, drawings or specification affected, scope boundaries and whether the instruction is provisional. If the instruction is oral or urgent, promptly confirm it in writing and state any effect on cost, time, design or safety.
Give notice and particulars on time
Diary the contractual notice deadline and serve it by the required method and address. Describe the event, clause, expected effect, mitigation and information still being assembled. A reservation of rights is not a substitute for the notice and records the contract requires.
Build the valuation record
Keep labour, plant, materials, subcontractor, delivery and measurement records linked to the instruction. Record the date and location of work, quantities, rate basis, waste or rework, and any approved quotation. Separate variation costs from ordinary scope and overheads so the valuation can be checked.
Prove the programme effect
Update the programme and daily reports to show what activity changed, the sequence, resources, critical-path effect and mitigation. Preserve baseline and revised programmes. A change does not automatically establish an extension of time; show how it affected completion under the contract.
Escalate while the project continues
Raise unresolved valuation or time issues through the contract’s engineer, employer representative, adjudication, dispute board, mediation or arbitration route as applicable. Keep paying undisputed amounts and comply with safety and quality duties while protecting the record.
Questions people ask
Should a contractor start a variation before receiving a written instruction?
Check the contract’s authority and emergency-work clauses first. Record the instruction, author, scope, date and reservation of rights. An informal request may not meet the contract’s requirements.
What evidence supports a variation claim?
The contract, instruction, notice, drawings, daily site records, labour and plant records, delivery notes, photographs, programme updates, valuation and cost records, and proof of any time impact.
Can a variation extend time as well as increase cost?
Possibly, depending on the contract and demonstrated effect on the critical programme. Give the required notice and keep evidence of cause, mitigation and resulting delay.
Official sources and scope
For the current rule and any forms or rates, check the official sources: National Construction Authority · Kenya Law · Public Procurement Regulatory Authority. This guide is general information, not advice on a particular transaction or dispute. Laws, regulations and administrative requirements can change; check the position that applies to your facts before acting.
Related guidance
CS Advocates LLP project finance and infrastructure practice. Related reading: Mediation for construction disputes · Construction contract risk allocation · Commercial contract advice.
This is general information, not legal advice on a particular matter, and does not create an advocate-client relationship. For advice on your specific situation, contact CS Advocates LLP for a confidential, conflict-checked consultation.