Verbal instruction confirmation

Confirm the instruction accurately

Use this editable correspondence to record a spoken instruction and request confirmation. It is not proof of authority merely because the recipient received it. Keep the original notes and record any disagreement.

Date and delivery method

Project contract and change ID

Sender and recipient names and roles

Conversation date time location and attendees

Instruction given by and claimed authority

Original scope affected

Dear [recipient],

Our understanding of the instruction given by [name] on [date/time] is to [specific addition, deletion or substitution] at [location]. The instruction differs from [original scope reference] in the following respects: [details].

Please confirm or correct this account and identify who is authorized to approve the scope, price and schedule. The current pricing status is [not priced/estimate/requested/approved reference], and the schedule effect is [assessment or unresolved]. We have not treated a lack of reply as approval.

Optional work status and response record

If work has started: As of [time/date], we have completed [limited work] following [recorded instruction or urgent protective reason]. Attached are [daily records and photographs]. The remaining scope is [description], and the authorization questions still open are [items].

If work has not started: Please provide the appropriate direction on [specific issue] so that the next step can be coordinated under the contract. The requested reply date [date] is a planning target, not a statement of a legal deadline.

Sincerely,

[name role and contact]

Attachments and original note location

Recipient correction or confirmation

Price approval status and reference

Schedule approval status and reference

Sent copy and delivery evidence

Next action owner and target

• No unsupported quotation or invented conversation detail remains.
• Scope confirmation is distinguished from approval of cost.
• Any urgent action is documented with its actual limits.
• Conflicting accounts are retained and flagged for review.

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.