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Better records.
A clearer next step.

Three short checklists to help you organise extra work, prepare payment records and get the right QS help. No sign-up needed.

These are general record-keeping checklists. Contract requirements, notices and deadlines need to be checked for your particular project; these guides do not replace that work.

01 Extra work

Keep a clear record of what changed.

When the job changes, the details can quickly become scattered across messages, drawings and site notes. Bring the facts together while they are still easy to find.

What you are aiming for

One organised record for each change, showing the facts, supporting evidence and outstanding questions.

  1. Describe the change.

    Record what was originally expected, what changed, where it happened and the date.

  2. Keep the source.

    Save the relevant instruction, message or drawing revision. Record who it came from and flag anything that still needs clarification.

  3. Link the evidence.

    Keep dated photographs, site notes and marked-up drawings together under one clear reference.

  4. Record the resources.

    Note the people, hours, materials and equipment involved. Separate actual records from estimates and explain your assumptions.

  5. Track the position.

    Keep a simple log of what has been submitted, discussed and agreed, with the supporting correspondence.

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02 Payment records

Make the figures easier to follow.

A clear payment file lets someone trace a figure back to the work and records behind it. Start with the period being assessed, then keep the amounts and evidence together.

What you are aiming for

A traceable payment pack with a clear calculation, supporting records and a list of unresolved differences.

  1. Identify the period.

    Label the project, work package, application number and period covered. Keep the previous application alongside it.

  2. Show how the amount was built.

    Use a clear breakdown of quantities, rates or milestones, with the relevant agreed basis and supporting records.

  3. Separate changes.

    List extra work separately and show its current status. Do not present an unagreed amount as agreed.

  4. Reconcile the history.

    Keep a record of amounts applied for, assessed and received. Identify deductions, retention and differences that need explaining.

  5. Make files easy to navigate.

    Use consistent file names, keep the latest version clear and add a short index if the pack contains several documents.

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03 A clear QS brief

Explain the job. Name the result. Set the date.

You do not need a polished report to ask for help. A short, specific brief helps us identify the right service and agree the work, price and achievable return date.

What you are aiming for

A focused enquiry that gives us the information to assess fit and confirm the scope, fee and timing before you commit.

  1. Tell us what needs sorting.

    Describe the problem in your own words, the project location and your role. Keep the first enquiry non-confidential.

  2. Name the result you need.

    For example: a checked payment application, a schedule of extra work, or a written review of specific concerns.

  3. Say what records exist.

    List the types of documents available and roughly how many there are. We will confirm what is needed and how to share it.

  4. Give the required return date.

    Explain what the date relates to and whether it is fixed. Tell us about any known project or contractual deadline immediately.

  5. Make the boundaries clear.

    State the particular questions, work package or figures to check, and anything you do not need included.

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