You put in the hard work, do your record keeping and make sure everything’s followed to the letter. So when you hear the words, “We can’t accept your variation notice,” you want to kick off. But before you lose the head, take a deep breath and read on to find out what you can do to turn things around.
1. Revisit the contract
Contracts are your safety net. Go back through your contract to make sure you followed the proper procedure for submitting the variation notice. Were all instructions documented? Did you provide enough information upfront? Sometimes, a rejection comes from a minor oversight that can be corrected.
2. Gather your evidence
Keep everything: emails, site instructions, photos, and correspondence. If the opposite party claims the variation isn’t valid, you’ll need to prove it. A paper trail is your best friend when it comes to disputes. The more organised you are, the stronger your case will be.
3. Ask for clarification
A rejection doesn’t always mean a hard no. Sometimes, it can be a misunderstanding or lack of detail. Ask for clarification. What exactly is being disputed? Is it the scope of work, the pricing, or the timing? Clarify the reasons so you know what to address.
4. Negotiate instead of escalating
Disputes can spiral quickly, but blowing the lid doesn’t help anyone. Start a conversation instead and suggest a compromise. Is there room for a partial acceptance of the variation or an agreement to revisit the matter later?
5. Protect your cash flow
Rejected variations can cause chaos with your finances. Don’t let it snowball into bigger problems. Adjust your projections, stay on top of invoices and keep the rest of your projects running smoothly. You can’t afford to let disputes derail other projects.
6. Learn from it
At the end of it all, take what happens as a lesson. Maybe you need to tighten up your documentation or clean up your communication. The fewer mistakes you make upfront, the less likely you’ll face rejections down the line.
Conclusion
There’s no doubt about it: having a variation notice rejected is a headache. But with a solid plan and a calm head, you can work through it and protect your business. Know your contract inside out and keep your communication clear. It’s possible to turn “no” into “let’s sort this out.
Contact us at Carroll Estimating to find out how our expert team of QS and estimators can support your business from tender bid to final account.