Guides › Trades & Field Services
Keep a clear record of every client change request
Collect client change requests from email into one log with what changed, cost and time impact, and who approved it.
When to use it
Whenever a client, architect or engineer asks for a change
Step by step
Label change requests in your inbox
In Gmail, create a 'Variations' label and set up a filter for emails from the client and design team that mention words like change, instruction or variation. Label others by hand as they arrive.
Set up the log
Make a Google Sheet with columns: reference, date requested, requested by, description, reason, cost impact, time impact, status (pending, approved, rejected), approved by and date approved.
Pull the details out with AI
Once a week, paste the new labelled emails into your AI assistant with this prompt and paste the result into the log.
Prompt to copyExtract every change request from the emails below. For each give: date, who asked, a one-line description, the reason given, any cost or time figures mentioned (write 'not stated' if none), and whether written approval has been given yet. Output a table with columns: date, requested by, description, reason, cost impact, time impact, approval status. Don't guess values that aren't in the emails. Emails: [paste]Confirm in writing
For anything still pending, send the client a short email confirming the change, its cost and time effect and asking for written approval before work starts.
What you get
V-014 | 6 Mar | Architect | Move kitchen window 600mm left | Client layout change | Cost not stated | Time not stated | Pending - confirm in writing. V-015 | 8 Mar | Client | Upgrade to oak flooring | Choice | +4,200 | 0 days | Approved 9 Mar.
Tips
- The log supports your contract process but doesn't replace it; follow the variation procedure in your contract and get legal or commercial advice on disputes.