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Free variation approval template for Australian tradies

A variation puts extra or changed work in writing before you do it: why the job changed, what the new work is, what it adds to the price and the timeline, and the customer's approval. This PDF is the variation approval SmokoBooks produces, with placeholder business details. The approval block at the bottom is made of form fields the customer can fill in on screen.

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Check the official rules

This is a general variation approval, not a statutory form for any state. Domestic building work has state-specific variation rules. In Queensland, QBCC says a variation must be put to the home owner in writing, and agreed by them in writing, before the variation work starts, unless the work is urgent and it isn't reasonably practicable to put the variation in writing first. In New South Wales, the NSW Government says variations must be in writing, signed by both the owner and the builder or tradesperson and attached to the contract, and must explain the cost and its effect on the overall contract price. If you work in another state, check its rules, and check your contract before you rely on this form. Links checked 30 September 2026.

What a variation should include

Variation number, date and reference: Numbered, dated and tied to the original quote or job number.
Why it's needed: The customer asked for more, or you found something the quote didn't cover.
The quoted scope it affects: Which part of the original job this changes.
The changed work: The additional or changed work being approved, described as clearly as the original quote.
The cost: The additional cost ex GST, the GST and the total. Where your state requires it, add the effect on the overall contract price to the description.
The time: Extra time required and the new completion date.
Terms: This template prints that the extra cost and time apply only to the changed work, and the rest of the original quote stands.
Customer approval: A tick box, the customer's name, signature and date, before the extra work starts.

Four habits that stop variation arguments

Stop and price the extra work before you do it, not after.
Send the variation the same day and wait for the approval to come back.
Number each variation against the job so the invoice can list them.
Keep the signed copy with the job's quote and invoices.

More in the guide: Bookkeeping for small builders: progress claims, subbies, variations and what the accountant needs
Need the quote too? Free quote template
Everything on a SmokoBooks variation: job documents

Or skip the template

SmokoBooks writes up the variation from the quote.

Create the variation from the quote and the customer and quote number come across. Enter the extra cost ex GST and SmokoBooks adds the GST if you're registered and shows the total. Sign on screen with a mouse or touch screen, or email the PDF and let the customer fill in the approval fields. Mark it accepted or declined so you can see what's still waiting. A SmokoBooks variation holds one additional cost figure rather than item lines, so describe each part of the changed work in words. 14 days free, no charge today.

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Common questions

Is this variation form valid in my state?

It's a general variation approval, not a statutory form for any state. For domestic building work, Queensland and New South Wales both require variations in writing and set out what they must contain. Check the QBCC or NSW Government pages linked above, your contract, and your own state's requirements.

When should the customer sign the variation?

Before you start the extra work. QBCC's guidance for domestic building work in Queensland is that the owner agrees in writing before the variation work begins, with an exception for urgent work where it isn't reasonably practicable to put the variation in writing first.

Does an approved variation change my invoice?

Not by itself. Add the approved variation to your invoice as its own line, with the variation number in the description, so the customer can match it to what they signed.

Can the customer approve it without printing?

Yes. The approval block is made of PDF form fields: a tick box for "I approve this variation", their name, a typed signature and the date. They can fill it in with a PDF reader and send it back.

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General information for Australian businesses, not legal or tax advice. Rules differ between states and change over time: check the official pages linked above.