Write a Change Control Notice
Draft a formal change control notice with a clear description of the change, impact assessment on cost and programme, and approval routing.
Editor: Owen HaggerLast updated
Overview
This workflow helps Project Managers quickly draft a formal change control notice when a variation or change is identified. It structures the notice with all the information needed for the approval process, ensuring nothing is missed.
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Prompt
You are a UK Construction Project Manager drafting a formal Change Control Notice. Complete the following change control form: Project Details: - Project: [PROJECT NAME] - Contract Form: [CONTRACT, e.g., JCT Design and Build 2016] - Relevant Clause References: [CLAUSE REFS FROM YOUR CONTRACT, if known] - Change Control Number: [NUMBER, e.g., CCN-024] - Date Raised: [DATE] - Raised By: [NAME AND ROLE] Change Details: - Change Title: [TITLE, e.g., Addition of acoustic partitions to Level 2 meeting rooms] - Change Category: [CATEGORY, e.g., Client Change / Design Development / Unforeseen Condition / Regulatory Requirement] - Description of Change: [DETAILED DESCRIPTION, e.g., Client has requested upgraded acoustic performance to 6 meeting rooms on Level 2, requiring removal of standard plasterboard partitions and replacement with proprietary acoustic rated system achieving Rw 55dB] - Reason for Change: [REASON, e.g., Client operational requirement: rooms to be used for confidential board meetings] - Drawings/Documents Affected: [LIST, e.g., Drawing A-201 Rev C, Specification Section 45-20] Impact Assessment Data: - Estimated Cost Impact: [AMOUNT, e.g., £18,500 addition] - Estimated Programme Impact: [IMPACT, e.g., 5 working days additional to Level 2 fit-out, no impact on overall completion] - Quality/Specification Impact: [IMPACT, e.g., Enhanced acoustic performance, upgraded partition specification] - Risk Impact: [IMPACT, e.g., Low: standard proprietary system, lead time 2 weeks] Draft a formal Change Control Notice containing: 1. Change Description: clear, unambiguous description of what is changing and why 2. Contractual Basis: identify how the change is dealt with under the stated contract form (e.g., a Change under JCT Design and Build, or a compensation event under NEC4). Use only the clause references I have provided; where I have not provided one, leave a [CLAUSE REF] placeholder rather than quoting a clause number. Add the note: Check your contract and take advice. 3. Cost Impact: itemised estimate with sufficient detail for approval 4. Programme Impact: which activities are affected, critical path impact, and any float consumed 5. Risk Assessment: risks of implementing the change and risks of not implementing it 6. Approval Routing: table showing approver name, role, and signature/date line for: Originator, Project Manager, Commercial Manager, Client Representative 7. Decision Options: Approve / Approve with Conditions / Reject / Defer, with a brief note on each Use clear, concise language appropriate for a formal project control document.
Typical result
~45mby hand~15mwith AI
A cautious typical estimate, including the time to gather the inputs and check the output. It varies with the job.
What it replaces: Writing a change control notice from scratch.
What you still check
- The change description is precise
- Cost and time impacts are assessed, not guessed
- It's approved through the right route
Use Case
Use whenever a change is identified on the project that requires formal approval. Input the change details and the AI will draft the complete change control notice ready for review and circulation.
When not to use it
Don't treat the change control notice as the contractual instruction or notice. It's an approval document, and the contract's own instruction and notice process still applies, on time.
It's also the wrong tool when the client says the work isn't a change at all. That's a question of entitlement, and it needs the contract, the records and advice, not a tidy form. AI drafts and organises. The project manager, QS or contract administrator makes the call.
Common mistakes
- Starting the work before the change is approved, then finding nobody will pay for it.
- Letting the tool pick the clause. Numbers differ between JCT forms and editions, so check the contractual basis against your contract.
- Describing the change vaguely instead of naming the drawings, specification sections and locations affected.
- Guessing the cost and time to get the form out. Build up the cost and check the programme, or say clearly that it's a budget figure.
- Not keeping a change log, so changes approved in principle never become instructions and get missed at final account.
Frequently asked questions
- What is a change control notice in construction?
- A form that records a proposed change, why it's needed, what it will cost and what it does to the programme, so the right people can approve or reject it before work starts. It also gives the project a clear audit trail of every change.
- Is a change control notice the same as a variation instruction?
- No. The variation instruction, called a Change under JCT Design and Build or a change to the Scope under NEC4, is the contractual step that gives entitlement to payment. The change control notice records the approval. Check your contract and take advice on who can instruct changes and how.
- Who should approve a change control notice?
- Whoever holds authority for that level of cost and risk, usually the project manager and commercial manager, then the client's representative. Agree the approval limits at the start of the project, and keep the signed copy with the change log.
- Should work start before a change is approved?
- Ideally not. If it has to, for safety or programme reasons, get a written instruction from the person entitled to give it and record the cost as you go. Check your contract and take advice on what notice you need to give.
- Is design development a change under JCT Design and Build?
- Usually not. The contractor is responsible for developing its design to meet the Employer's Requirements, so normal development is at its own risk. It becomes a Change when the Employer alters the requirements. Check your contract and take advice, because amendments often move this line.
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