ArtBuild template ArtBuild template · All of Canada
Unapproved extra work evidence pack
Assemble the evidence when extra work was done without a signed change order.
- Version
- 2026.1
- Last updated
- October 24, 2026
Prepared by ArtBuild to help you organise your paperwork. It is general information, not legal advice, and it has not been reviewed by a lawyer. Check the rules for your province or territory before you act.
Part of the Change Orders and Extra Work Kit: start with its guide, and download the whole kit there.
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Document the issue without assuming entitlement
Use this pack when additional work is disputed or lacks a completed change order. It organizes instructions, authority, performance and valuation for review. Unsigned work is not automatically treated as payable or non-payable.
- Project contract and parties
- Change ID revisions and disputed work
- Prepared by date version and recipient
- Amount requested and amount disputed
- Current authorization and work status
| Date / event | Instruction or response | Person and role | Evidence ID |
|---|
- Original scope reference and proposed difference
- Reason work proceeded if approval was incomplete
- Conflicting account or objection received
Connect performance and price
| Cost or quantity item | Actual evidence | Pricing basis | Dispute or omission |
|---|
- Include original scope and each relevant revised drawing.
- Keep the request, verbal confirmation, emails and meeting notes.
- Identify actual authority separately from apparent job title.
- Attach daily tickets, timesheets, delivery records and photographs.
- Compare estimated, revised and actual quantities without summing overlapping versions.
- Deduct omitted base work and previously credited costs once.
- Separate requested price, approved value, invoices and payments.
- Schedule impact and supporting programme
- Mitigation alternatives and directions
- Missing records and assigned owner
Prepare the review and proposed resolution
| Question | Supporting and contrary evidence | Reviewer / next step |
|---|---|---|
| Was the work outside scope? | [enter] | [enter] |
| Who directed or accepted it? | [enter] | [enter] |
| What pricing basis was agreed? | [enter] | [enter] |
| Were notice terms followed? | [enter] | [enter] |
| What amount remains disputed? | [enter] | [enter] |
- Proposed reconciliation or meeting agenda
- Undisputed amount separately identified
- Adviser and jurisdiction
- Confirmed procedural requirements and source
- Index custodian and secure transfer record
Preserve all versions and objections. Do not backdate approval, alter original tickets or remove contrary evidence. A signed quantity ticket may have a limited purpose and must be read in context.
Before you act: this document is general information prepared by ArtBuild to help you organise facts and paperwork. It is not legal advice and has not been reviewed by a lawyer for your situation. Rules differ by province and territory and change over time. Check the official source for your project, and for deadlines, liens, court or insolvency steps, speak with a lawyer licensed where the project is located.