The site instruction register: logging every instruction with its cost and time flag
A site instruction appears to clarify a drawing, but the superintendent says the crew has already built the affected work. The coordinator needs to record that possible effect and route it promptly. Calling every clarification free, or every flagged line a change order, leaves the same question unanswered.
Log the actual instruction and identify whether its cost or time effects need review. Connect the line with the relevant action, notice and change records under the project's process. Use flags to expose questions promptly, not to decide entitlement. An unknown effect should remain visible until the responsible people assess it; it should not quietly become no effect.
Connect instruction receipt with the next action
- Identify the instruction and its authority. Record the issuer's number, date, received date and source, preserving the actual document and attachments. Link relevant drawings, specifications and any related sketch. Confirm how the instruction is to be used through the project's authorization process. A document called site instruction does not by its name settle every contractual or technical authority question.
- Ask about the affected work. Identify the location, relevant work status and people who need to review the instruction. Check for possible changed quantities, completed work, ordering, access or sequence effects. Record cost and time status as assessed, potentially affected or still unknown using clear labels. Link the reasons or evidence rather than relying on a coloured cell with no explanation.
- Route time-sensitive requirements promptly. Ask the responsible project team to identify applicable notices, recipients, channels and periods from the actual contract. Record the required next action and responsible person separately from a convenient weekly meeting date. Link the resulting communication and delivery evidence where relevant. An internal flag or register timestamp is not itself the required external notice.
- Connect the follow-through. Link the assessment, response and any change request or other commercial record without replacing their separate review processes. Update the status when new evidence arrives, retaining the earlier history. Review unresolved lines at a useful routine and earlier when the work or deadline requires it. Distinguish a submitted request, an agreed instruction and an approved price or time adjustment.
Keep the register between document control and commercial review. It should make an instruction and its pending questions findable, while the change record carries the appropriate assessment and decision. If the responsible reviewer concludes there is no adjustment, record that conclusion and reference. Do not erase the earlier concern as though it was never raised.
Common mistakes
- Treating unknown cost or time effects as none.
- Waiting for the weekly meeting when an actual requirement is earlier.
- Using the flag as proof that the instruction must be paid as a change.
Checklist
Review one instruction line
- Issuer, instruction identity and actual receipt.
- Affected references and work status.
- Cost and time review status.
- Reason for a flag or unresolved question.
- Action owner and applicable deadline.
- Linked communication, assessment and decision.
Check your understanding
The coordinator flagged cost within a day. Is the notice requirement satisfied?
